What are the responsibilities and job description for the Senior Administrative Associate position at Stanford University, Pediatric Critical Care Medicine?
Administrative Associate 3
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 divisional operations, provide administrative assistance to faculty members, and offer additional support as needed to ensure smooth and efficient workflow.
This is a temporary and hybrid role with 2- 3 days per week on-site.
About the Team
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.
Duties
- 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.
Requirements
High school diploma and four years of administrative experience, or a combination of education and relevant experience.
- 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.
- 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.