The Division of Pediatric Cardiology is a robust and dynamic Division within the Department of Pediatrics at the Stanford University School of Medicine. The Division is seeking an Administrative Associate 2 (100% FTE) to facilitate and provide administrative work to achieve the clinical, teaching & education, and research mission, goals and objectives of the Division, Department, and School of Medicine. The ideal candidate will demonstrate critical thinking & evidence based decision making as well as bring a highly collaborative and consultative work method. Stanford and the Lucile Packard Children's Hospital Stanford are fast paced and highly relational environments that demand excellent written & verbal communication, attention to detail, agility, and creative problem solving.
The Division of Pediatric Cardiology is responsible for the diagnosis of congenital heart defects, performing diagnostic procedures such as echocardiograms, cardiac catheterizations, and electrophysiology studies, and for the ongoing management of the sequelae of heart disease in infants, children and adolescents. The Division is actively involved in research aimed at preventing both congenital and acquired heart disease in children; it is actively committed to educating the next generation of physicians, and offers advanced training in Pediatric Cardiology.
The Department of Pediatrics is an energetic and stimulating environment to work in focused on growth and improved excellence.
To be successful in this role, you should be well-organized, have strong time management skills and be able to act with minimal guidance. Ultimately, your role and work will significantly contribute to the efficiency of our operations and business by providing effective, sustainable, and highly reliable completion of work and projects.
This recruitment is for up to three (3) full time (100% FTE) positions.
Liaise with faculty, staff, senior leadership and other constituents by serving as the primary representative and first point of contact for faculty members and on behalf of the Division.
Responsible for managing information flow in a timely and accurate manner.
Possess critical thinking & problem solving skills to identify, address and resolve immediate & systemic issues.
Respond to inquiries, and determine and take appropriate action as required. Serve as a resource regarding a defined set of policies and procedures.
Perform duties associated with managing calendars, scheduling, making travel arrangements, monitoring & documenting daily expenses and preparing weekly, monthly, or quarterly reports.
Responsible for formatting and presenting information for internal and external communication - memos, emails, presentations, reports aligning with internal standards & practices.
Plan and schedule calendar(s) based on consultation, resolve calendaring conflicts, and arrange travel in compliance with Division, Department, and University and sponsor policies.
Assist with the facilitation and organization of national & international meetings, symposia, and conferences - including coordinating logistics and reservations, managing registration, developing and managing budget(s), processing POs, invoices, and other forms of payment. Recommend & engage with vendors for services, overseeing the production and distribution of materials, coordinating logistics, and serving as liaison with internal and external vendors.
Process and monitor routine financial transactions, which may include researching and resolving discrepancies.
Maintain office supplies and equipment; obtain vendor quotations and contracts, as needed. Coordinate office moves.
May serve as the point of contact for general maintenance, health and safety, and other facility concerns within the unit(s); report any incidents or potential safety problems to appropriate representatives. Track completion of required training.
Maintain approved content on websites.
May perform human resources transactional support, e.g. time cards, I9s, and/or faculty affairs support.
May guide and train student and/or contingent workers including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, and reviewing work for quality and timeliness.
* - Other duties may also be assigned
EDUCATION & EXPERIENCE (REQUIRED):
High school diploma and three years of administrative experience, or combination of education and relevant experience.
KNOWLEDGE, SKILLS AND ABILITIES (REQUIRED):
Proficient computer skills and demonstrated experience with office software and email applications.
Demonstrated success in following through and completing routine tasks.
Strong organizational skills and attention to detail.
Strong verbal and written communication skills.
Excellent customer service and interpersonal skills.
Ability to prioritize and multi-task.
Constantly perform desk-based computer tasks.
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.
*- Consistent with its obligations under the law, the University will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of his or her job. WORKING CONDITIONS:
General office environment.
Occasional travel across campus locations.
Location: School of Medicine, California, United States Schedule: Classification Level:
Stanford is an equal opportunity employer and all qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.
Copyright 2017 Jobelephant.com Inc. All rights reserved.
Located between San Francisco and San Jose in the heart of Silicon Valley, Stanford University is recognized as one of the world's leading research and teaching institutions. Leland and Jane Stanford founded the University to "promote the public welfare by exercising an influence on behalf of humanity and civilization." Stanford opened its doors in 1891, and more than a century later, it remains dedicated to finding solutions to the great challenges of the day and to preparing students for leadership in a complex world. The University's thriving diverse community is comprised of nearly 7000 undergraduate students, 9000 graduate students, 2000 faculty members, 1900 postdoctoral scholars, and over 11,000 academic and administrative staff in seven schools including several interdisciplinary research centers and institutes. The campus spreads over 8000 contiguous acres and nearly all undergraduates live on campus. Stanford offers bachelor's and master's degrees in addition to doctoral degrees (PhD, MD, DMA and JD) plus a number of professional and continuing education programs and certifications. More at http://facts.stanford.edu and http://www.stanford.edu.Stanford University is an eq...ual opportunity employer and is committed to increasing the diversity of its faculty. It welcomes nominations of and applications from women, members of minority groups, protected veterans and individuals with disabilities, as well as from others who would bring additional dimensions to the university’s research, teaching and clinical missions.