Lead Administrative Associate (Pleasanton, CA)

Lead Administrative Associate (Pleasanton, CA)School of Medicine, Stanford, California, United StatesNewAdministrationPost Date 9 hours agoRequisition # 102210The Department of Medicine,Division of Stanford Health Care Tri-Valley, is recruiting a highly organized, detail-oriented, professional Administrative Associate 3 with exceptional customer service and operational skills to join our team in Pleasanton, CA. This position is a Stanford University position in a dynamic hospital, school, and departmental environment.The incumbent will support the Division Director, School of Medicine (SoM) faculty (Clinical Educators), and Advanced Practice Providers (APPs). This position will also be backup administrative support to the Chief Medical Officer, the Academic Physician in Chief, and possibly wellness activities. The incumbent will be involved in the day-to-day operations-related activities. This role involves heavy calendar management, travel coordination, and resolving conflicts related to scheduling. Other involvement includes responsibilities associated with onboarding providers, students, and residents, providing orientations, creating processes, website management, general projects and events, space moves, faculty affairs, and financial operations. This position will be responsible for leading other administrative staff or subordinates, as well as having one direct support when the time is right.The Division of SHC Tri-Valley supports all SoM credentialed providers at SHC Tri-Valley in the Pleasanton and Livermore areas. The division is dynamically involved in bringing new service lines to the community, as well as establishing research opportunities and educational electives in the Tri-Valley area. Through the partnership of the different SoM service lines at SHC Tri-Valley, the division is committed to helping physicians bridge the gap of educating the next generation of physicians and the surrounding community as we grow our presence in the Tri-Valley area.The SHC Tri-Valley team is committed to cultivating a fun work environment that champions employee well-being, engagement, and professional development, and this newly created position will have the unique opportunity to assist faculty who are internationally recognized for providing care for the most difficult problems in healthcare today.The ideal candidate will be driven to deliver excellent administrative support, strengthen our organizational alignment, and optimize our collaborative environment while being resourceful in their daily work. The Department of Medicine is an energetic, stimulating place to work and because we are focused on growth and improved excellence, our staff have particularly challenging and rewarding roles.This is a hybrid role which requires an onsite presence 2-3 days per week at our Pleasanton office.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 events 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 the 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 that 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 the day-to-day work of students 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:

Bachelor’s Degree in Health Administration, Business Administration, or related degree.

Project management experience.

Understanding of basic accounting and financial concepts.

Experience with Adobe Creative Suite and Adobe Experience Manager.

Advanced skills in Smartsheet.

Familiarity with QGenda scheduling.

EDUCATION & EXPERIENCE (REQUIRED):

High school diploma and four years of administrative experience, or a 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

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.

WORK 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 $33.17 to $43.75 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 Workwebsite 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 YouImagine 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.

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.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 at [email protected]. For all other inquiries, please submit 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.Additional Information

Schedule: Full-time

Job Code: 4098

Employee Status: Regular

Grade: F

Requisition ID: 102210

Work Arrangement : Hybrid Eligible