Administrative Associate 2

Work location: Hybrid (on and off-site)

The Department of Pediatrics, Division of Gastroenterology, Hepatology, and Nutrition (Pediatric GI) at the Stanford University School of Medicine, is seeking a highly organized, motivated, and professional Administrative Associate (AA2) to provide general administrative and operational support to the Division.

The incumbent will primarily provide administrative support to a cohort of faculty members along with serving as the office assistant. The tasks may include, but not limited to, overseeing the faculty’s calendar, coordinating events/meetings, drafting mass communication/newsletter, setting up vendor contracts, processing expense/reimbursement transactions, and maintaining office supplies. This position will require the incumbent’s ability to problem solve of operational issues, handle sensitive and confidential matters, and apply basic administrative skills and existing policies to different tasks.

The Pediatric GI Division has ~35 pediatric gastroenterologists with nationally recognized expertise through their research, teaching, and clinical programs which attracts leading candidates to their fellowship program. We have a mission of healing children with digestive disease through innovation. Our Pediatric GI Specialty provide comprehensive GI care to children throughout our region. We lead global destination programs that deliver highly specialized care and train the next generation of pediatric gastroenterologists, and inspire hope through innovation.  Our high quality, collaborative care is driven by cutting-edge research and active partnerships between doctors, nurses, and staff throughout the Stanford Children’s Health network, scientists at Stanford University, and patientfamilies.

The Division is rapidly expanding with long-tenured faculty, staff, and leadership. The Administrative Associate will have a great deal of exposure to clinical and research areas and will be communicating with a broad range of individuals at the Executive level, internally and externally. Within the Division, there is a strong administrative operations team of about 10 staff members. 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 Administrative Associate will also be part of the Department of Pediatrics, the second largest Department in the School. The Department of Pediatrics is a dynamic, stimulating place to work and because we are focused on growth and improved excellence, our staff have particularly challenging and rewarding roles. The Department hosts many events and training opportunities, and is a place where staff are nurtured.

Duties include:

·       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 scheduling, organizing, and operating conferences, seminars, and events, including recommending vendors for services, overseeing the production and distribution of materials, coordinating logistics, and serving as liaison with internal and external vendors.

·       Draft and/or generate routine communications; coordinate production (formatting, copying, etc.) and dissemination of documents, such as presentations, course handouts, grant proposals, conference and seminar materials, complex reports, brochures, and displays.

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

·       Process and monitor routine financial transactions, which may include researching and resolving discrepancies.

·       Maintain office supplies and equipment; obtain vendor quotations, 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

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.

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. The pay range for this position working in the California Bay area is $26.92 to $37.02.

DESIRED QUALIFICATIONS:

• Bachelor’s degree.
• Prior experience in handling confidential information with tact and discretion; demonstrated ability to exercise good judgment, identify problems, and seek appropriate resolutions.
• Demonstrated ability to take initiative and is proactive in carrying out tasks.
• Demonstrated strong administrative skill and prior experience in working with administrative policies and procedures.
• At least one year of experience in scheduling meetings and/or calendaring.
• Prior experience working in an academic clinical setting.
• Demonstrated strong interpersonal skill and diplomacy and ability to interact with members from various levels of an organization.
• Prior experience working with a diverse population from all level.
• Demonstrated strong problem solving skill.
• Careful attention to detail.

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.

CERTIFICATIONS & LICENSES:

None

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.

*- 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.