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Administrative Associate 3 (Hybrid Opportunity)

School of Medicine, Stanford, California, United States

New

Administration

Post Date 4 days ago

Requisition # 106933

The Division of Primary Care and Population Health (PCPH)seeks to serve our community through caring, learning, and innovation for the whole person through all stages of life. While engaged in practice and teaching, our faculty are dedicated to establishing new knowledge as the basis for future practice and prevention, and to the greatest extent possible applying that knowledge to improve care for all and reduce health disparities.

Our growing division is seeking a polished, proactive, and highly organized Administrative Associate 3 to support the Division Chief of Primary Care and Population Health. The ideal candidate will demonstrate sound judgment, strong attention to detail, and the ability to manage multiple priorities with professionalism and discretion. Excellent written and verbal communication skills are essential, as is the ability to interact confidently with a wide range of internal and external stakeholders.

This role requires a high level of confidentiality and executive presence in all interactions. The successful candidate will be adaptable, resilient, and able to navigate a dynamic environment while maintaining a positive, team-oriented attitude. They will anticipate needs, problem-solve independently, and contribute to a collaborative and efficient administrative environment in support of the Division’s mission.

This position will be in a hybrid environment, frequenting the office 2-3 days a week in Palo Alto, CA.

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.

+ 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:

+ Experience in higher education supporting Senior Leadership

+ Experience in clinical settings

+ Supervisory and/or staff training background

+ Experience in event planning

+ Experience with Smartsheet, AEM and oracle systems

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 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.

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.

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 $39.20 to $45.56 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 (https://cardinalatwork.stanford.edu/benefits-rewards) 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 andunique perksempower 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.

_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 by submitting acontact 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._

_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._

Additional Information

+ **Schedule: Full-time**

+ **Job Code: 4098**

+ **Employee Status: Regular**

+ **Grade: F**

+ **Requisition ID: 106933**

+ **Work Arrangement : Hybrid Eligible**