Senior Administrative Associate

Fixed 6 months term 

The Division of Pediatric Critical Care at Stanford University is seeking an Administrative Associate 3 to provide executive-level administrative and operational support with limited supervision. The incumbent will support the Medical Director, department program, and other divisional faculty. S/he is expected to intuitively translate incoming requests and indirect requirements into achievable goals; s/he will create systems and processes through which objectives are met in a timely manner and with the highest quality. This hybrid role is on-site 2- 3 days per week.

The Division is a growing team, including long-tenured faculty, staff, and leadership. The division's activities reach all parts of the mission: patient care, education, and research. The AA3 will have a great deal of exposure to all of these areas and will be communicating with a broad range of individuals at the executive level, both internally and externally. Within the Division, there is a strong operations team of about 26 people. We are a supportive group that prioritizes well-being, with many team events and opportunities for professional development and personal growth. We value balancing home and work life. We foster an environment that leads to fulfilling and rewarding careers at Stanford University for all staff. The AA3 will also be part of the Department of Pediatrics, the second-largest Department in the School. The Department hosts many events and training opportunities and is a place where staff are nurtured. Please check out our website and social media channels below.

Duties include: 

·         Act on behalf of the supervisor, department manager, or chair in regards to establishing priorities and identifying and resolving problems that are administrative in nature.

·         Oversee and/or perform duties associated with scheduling, organizing, and operating complex conferences, seminars, and events, including arranging with vendors for services, overseeing the production and distribution of materials, administering logistics, and managing event within budget.

·         Compose and draft documents and correspondence for presentations, course handouts, grants, conferences, seminars, and reports; perform substantial editing and fact checking. Create, maintain, modify, and/or ensure accuracy of content in various unit documents, displays, reports, brochures, social media, and/or websites.

·         Plan and schedule calendar(s) with limited consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.

·         Create complex reports and spreadsheets which may utilize specialized software and systems.

·         Oversee and/or process a variety of complex financial transactions; produce, monitor, and reconcile budget statements; research, identify, and resolve discrepancies. May assist with capital or special equipment requests and/or vendor selection.

·         Coordinate and monitor routine maintenance services completion.  Plan and coordinate office moves and/or minor renovation projects.

·         May lead staff or supervise day-to-day work of student and/or temporary workers, including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, reviewing work for quality and timeliness, and providing performance review input.

* - Other duties may also be assigned

~ All members of the Department of Pediatrics are engaged in continuous learning and improvement to foster a culture where diversity, equity, inclusion, and justice are central to all aspects of our work. The Department collectively and publicly commits to continuously promoting anti-racism and equity through its policies, programs, and practices at all levels. ~