Administrative Associate

Palo Alto, CA, United States

The Division of Oncology , in the Stanford University Department of Medicine, is seeking a highly organized and professional Administrator (Administrative Associate 3) with exceptional customer service skills to join our team. The Administrative Associate 3 will work closely with the division assistant manager to ensure that all administrative aspects of the role are functioning effectively. The Administrative Associate will support a subset of Oncology faculty (1 UTL, 2 UML and 2 C/E) and their clinic and research staff (approximately 30 FTE). This role involves heavy calendar management, travel coordination, and resolving conflicts related to scheduling.

As an Administrative Associate in the Division of Oncology at Stanford University, you will provide administrative and operational support to the Department’s faculty and staff members in a dynamic work environment. Regardless of the assignment, you'll be expected to demonstrate strong business judgment, professional etiquette, and exceptional analytical and problem-solving skills. In addition to having a “can-do” attitude and positive demeanor, you must have extraordinary communication skills that allow you to interact with a diverse group of people. Our core values are based on professionalism, integrity, responsibility, and commitment to mission. We foster a team culture which promotes and recognizes the contribution of each member to our success as a division.

The work of the Division of Oncology bridges the worlds of basic science, clinical diagnosis and the treatment of cancer. Our basic investigative activities concentrate on immunology, genetics/genomics, pharmacology, DNA repair and oncogene action. Our clinical science covers each cancer type; has a strong focus in clinical trials of new diagnostic and therapeutic approaches, and in correlative laboratory studies. Our work is supported by a portfolio of peer-reviewed grants, industrial agreements and research endowments.

Duties include:

Act on behalf of the supervisor, department manager, or chair in regard 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.

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.

DESIRED QUALIFICATIONS:

Demonstrated experience in a medical environment.

Experience with medical literature searching and acquisition of articles, abstracts, and web - based information and familiarity with Adobe Acrobat, Pub Med and End Note reference manager.

Experience utilizing Stanford purchasing and reimbursement systems.

Extremely detail oriented.

EDUCATION & EXPERIENCE (REQUIRED):

High school diploma and four years of administrative experience, or combination of education and relevant experience.

KNOWLEDGE, SKILLS AND ABILITIES (REQUIRED):

Advanced computer skills and demonstrated experience with office software and email applications.

Demonstrated success in following through and completing projects.

Excellent organizational skills and attention to detail.

Excellent Strong verbal and written communication skills.

Excellent customer service and interpersonal skills.

Ability to prioritize, multi-task, and assign work to others.

Ability to take initiative and ownership of projects.

Ability to routinely and independently exercise sound judgment in making decisions.

PHYSICAL REQUIREMENTS:

Constantly perform desk-based computer tasks.

Frequently sitting.

Occasionally stand/walk, reach/work above shoulders, grasp lightly/fine manipulation, grasp forcefully, use a telephone, sort/file paperwork or parts, lift/carry/push/pull objects that weigh up to 10 pounds.

Rarely twist/bend/stoop/squat, kneel/crawl.

WORKING STANDARDS:

Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clients and with external organizations.

Promote Culture of Safety: Demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned.

Subject to and expected to comply with all applicable University policies and procedures, including but not limited to the personnel policies and other policies found in the University’s Administrative Guide, http://adminguide.stanford.edu/ .

The expected pay range for this position is $33.17 to $43.75 per hour.

Stanford University provides pay ranges representing its good faith estimate of what the university reasonably expects to pay for a position. The pay offered to a selected candidate will be determined based on factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, geographic location and external market pay for comparable jobs.

At Stanford University, base pay represents only one aspect of the comprehensive rewards package. The Cardinal at Work website provides detailed information on Stanford’s extensive range of benefits and rewards offered to employees. Specifics about the rewards package for this position may be discussed during the hiring process.

Why Stanford is for You

Imagine a world without search engines or social platforms. Consider lives saved through first-ever organ transplants and research to cure illnesses. Stanford University has revolutionized the way we live and enrich the world. Supporting this mission is our diverse and dedicated 17,000 staff. We seek talent driven to impact the future of our legacy. Our culture and unique perks empower you with:

Freedom to grow. We offer career development programs, tuition reimbursement, or audit a course. Join a TedTalk, film screening, or listen to a renowned author or global leader speak.

A caring culture. We provide superb retirement plans, generous time-off, and family care resources.

A healthier you. Climb our rock wall or choose from hundreds of health or fitness classes at our world-class exercise facilities. We also provide excellent health care benefits.

Discovery and fun. Stroll through historic sculptures, trails, and museums.

Enviable resources. Enjoy free commuter programs, ridesharing incentives, discounts and more.

The job duties listed are typical examples of work performed by positions in this job classification and are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks, and responsibilities. Specific duties and responsibilities may vary depending on department or program needs without changing the general nature and scope of the job or level of responsibility. Employees may also perform other duties as assigned.

Consistent with its obligations under the law, the University will provide reasonable accommodations to applicants and employees with disabilities. Applicants requiring a reasonable accommodation for any part of the application or hiring process should contact Stanford University Human Resources at [email protected]. For all other inquiries, please submit a contact form .

Stanford is an equal employment opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law.

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