The Department of Orthopaedic Surgery at Stanford University is seeking an Administrative Associate 2 to provide administrative and operational support. This position will serve the department’s faculty as their key administrative contact, and may assist with our fellowships and programs. The faculty at the Department of Orthopaedic Surgery are recognized as excellent clinicians, providing care for the most difficult problems in orthopaedic surgery. Our staff are recognized as cultivating an inclusive work environment that champions employee well-being, engagement, professional excellence and career development. This position is located in Redwood City.
The successful candidate will demonstrate:
Excellent organizational skills and attention to detail;
Outstanding communication and relationship building skills;
Demonstrated success in following through and completing projects; and
Desire to establish themselves as a valuable team member within the Department of Orthopaedic Surgery.
Respond to inquiries, and determine and take appropriate action as required. Serve as a resource regarding a defined set of policies and procedures.
Prepare final version of visiting faculty appointments incorporating suggestions from higher levels of review.
Assist with Residencies and fellowships including interview process, match, appointments, budget and onboarding of new staff.
Provide backup to Orthopaedic Surgery and other School of Medicine staff as needed
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.
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
4-year degree plus a minimum of 2 years’ experience or a combination thereof.
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.
Constantly perform desk-based computer tasks.
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
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.