Administrative Associate 3, Plastic & Reconstructive Surgery (Hybrid Opportunity)

About the role

The position is located on the Stanford campus and is hybrid (on-site and remote) based on operational needs. The Department of Surgery at Stanford University provides exceptional patient care, education, and research opportunities. The Division of Plastic and Reconstructive Surgery within the Department of Surgery is seeking an Administrative Associate to support the division chief, division manager, and other faculty members.

Responsibilities

• Act on behalf of the supervisor, department manager, or chair in establishing priorities and resolving administrative issues.
• Oversee and perform duties related to scheduling, organizing, and operating complex conferences, seminars, and events.
• Create and draft documents and correspondence for presentations, course handouts, grants, conferences, seminars, and reports.
• Edit and fact check documents, create, maintain, modify, and ensure accuracy of content in various unit documents, displays, reports, brochures, social media, and websites.
• Plan and schedule calendars, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
• Create complex reports and spreadsheets using specialized software and systems.
• Oversee and process complex financial transactions, produce, monitor, and reconcile budget statements, and research and resolve discrepancies.
• Coordinate and monitor routine maintenance services and plan and coordinate office moves and minor renovation projects.
• Lead staff or supervise day-to-day work of student and temporary workers, including scheduling, assigning, prioritizing workloads, setting deadlines, reviewing work for quality and timeliness, and providing performance review input.

Requirements

Desired qualifications include administrative experience in a healthcare or professional setting, excellent communication skills, and the ability to work well with a diverse academic and medical community. A high school diploma and four years of administrative experience, or a combination of education and relevant experience, are required. Advanced computer skills and experience with office software and email applications are essential.

Skills and Abilities

• Advanced computer skills and 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 own projects.
• Ability to make sound decisions independently.

Qualifications

• A high school diploma and four years of administrative experience, or a combination of education and relevant experience.
• Knowledge of advanced computer skills and experience with office software and email applications.
• Experience following through and completing projects.
• Excellent organizational and attention to detail skills.
• 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 own projects.
• Ability to make sound decisions independently.