Administrative Associate 3

The Department of Pediatrics, Division of Neonatal and Developmental Medicine aims to provide optimum state-of -the-art care for critically ill and recovering neonates and infants. We are dedicated to the School of Medicine's mission of advancing and exploring innovative and novel biomedical, translational, and clinical research and education through the nurturing stimulation of interactions among basic and clinical scientists, clinicians, and educators throughout the School of Medicine and University, as well as with the private and public sectors. Through our integrated research, education, patient, and community outreach programs, we are committed to maintaining the highest standards of academic medicine and patient care.

The Division has a central administrative team with 8 full time administrative associates that provide support for all Division faculty and a handful of programs. Each team member has their own assigned portfolio of faculty to support but operate within a team structure to provide and accept support from their peers as needed.

The Division is seeking a temp (6 month) full time Administrative Associate (Administrative Associate 3) to provide administrative or operational support with limited supervision to our fellowship program as well as assist with faculty support. Our Fellowship Program is staffed by a Program Manager and Administrative Associate (AA3). This position will support the existing staff while one of them is out on leave. Program support will include assisting with new fellow orientation, fellow recruitment, fellow grant applications, and other programmatic needs including scheduling and reimbursements. Faculty support may include reimbursements, managing calendars, making travel arrangements, and support in grant submissions. This is a hybrid role that will be required to be onsite 2 days a week, with additional days on an as needed basis.

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.
• 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.

• Schedule: Full time, 40 hours/week
• Position length: 6 months
• Work Arrangement: Hybrid – 2 days/week on-site
• Work Location: Main campus, Palo Alto

Education and 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.
• 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

The expected pay for this position is $50.00 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.

If interested, please complete the following form:

https://app.smartsheet.com/b/form/019dbcdbb5dc7234b8d7d4cf4a724171