The Stanford Medicine WellMD Center seeks an experienced, organized, and energetic Administrative Associate 3 (AA3) with a talent for creating efficient systems and a keen eye for detail to provide administrative and operational support with limited supervision. It is an opportunity to join a pioneering team in a fast-paced environment and contribute to the well-being of physicians and scientists. This is a busy and complex position requiring a high level of judgment, initiative, and follow-through.
The AA3, reporting to the Executive Director, has a key role in organizing the day-to-day operations for the WellMD Center. Successful AA3s will be exceptionally organized, highly motivated, customer-service oriented, capable of working independently, and experienced working with faculty, senior leaders, and physicians. The WellMD Center is an innovative and nationally recognized program with a mission to advance the well-being of physicians and those they serve. Our programs are designed to improve the culture of wellness, efficiency of practice, personal resilience, and professional fulfillment of physicians. The WellMD Center team is growing to approximately 15 people in 2019 and values its warm, collegial culture. The AA3 will engage with world renowned faculty and need to interact effectively with a wide range of individuals at many levels. This role will reflect the WellMD Center and the Chief Wellness Officer, so professional demeanor is necessary.
Act on behalf of the Executive Director, Administrative Director, and WellMD Center in regards to establishing priorities and identifying and resolving problems that are administrative in nature.
Independently schedule regular meetings for WellMD Team, 6 active subteams, and multiple external collaborations. Schedule speakers, rooms, and equipment. Prepare documents and make any other arrangements as necessary to ensure successful outcomes. Attend meetings as requested to set up equipment and/or distribute materials. Maintain an efficient and appropriate archival system for all meeting and project materials.
Provide support for other meetings, forums, retreats, multi-day courses, advisory boards, and events hosted by the WellMD Center.
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 reports. Research, identify, and resolve discrepancies. Submit and track purchase requisitions, vendor agreements, and invoices. May assist with capital or special equipment requests and/or vendor selection.
Compose and draft documents and correspondence for presentations, course handouts, 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 coordinate office moves and/or space and equipment needs for expanding team. Schedule and coordinate interview schedules.
Provide support ordering and maintaining supply and material inventory.
Create complex reports and spreadsheets which may utilize specialized software and systems.
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.
Experience on Stanford systems preferred.
EDUCATION & EXPERIENCE (REQUIRED):
High school diploma and four years of administrative experience, or combination of education and relevant experience. Two-year college degree or greater highly preferred.
KNOWLEDGE, SKILLS AND ABILITIES (REQUIRED):
Interpersonal and communication skills to work with physicians, faculty, staff and students with tact and diplomacy.
Advanced computer skills and demonstrated experience with office software and email applications. Familiarity with both a MAC and PC. Must be proficient with Word, Excel, PowerPoint, and Outlook.
Demonstrated success in following through and completing projects.
Excellent organizational skills and attention to detail.
Polished verbal and written communication skills.
Excellent customer service and interpersonal skills.
Ability to prioritize, multi-task, set goals and expectations, and meet deadlines. Effectively communicating variance to deadlines or expectations, when necessary.
Ability to take initiative and ownership of projects.
Ability to routinely and independently exercise sound judgment in making decisions.
Project management skills to ensure deadlines are met. Understanding of the demands of executive level positions and the ability to meet these demands with tact and diplomacy.
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.
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.
Location: School of Medicine, California, United States Schedule: Classification Level:
Stanford is an equal opportunity employer and all qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.
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Located between San Francisco and San Jose in the heart of Silicon Valley, Stanford University is recognized as one of the world's leading research and teaching institutions. Leland and Jane Stanford founded the University to "promote the public welfare by exercising an influence on behalf of humanity and civilization." Stanford opened its doors in 1891, and more than a century later, it remains dedicated to finding solutions to the great challenges of the day and to preparing students for leadership in a complex world. The University's thriving diverse community is comprised of nearly 7000 undergraduate students, 9000 graduate students, 2000 faculty members, 1900 postdoctoral scholars, and over 11,000 academic and administrative staff in seven schools including several interdisciplinary research centers and institutes. The campus spreads over 8000 contiguous acres and nearly all undergraduates live on campus. Stanford offers bachelor's and master's degrees in addition to doctoral degrees (PhD, MD, DMA and JD) plus a number of professional and continuing education programs and certifications. More at http://facts.stanford.edu and http://www.stanford.edu. Stanford University is an ...equal opportunity employer and is committed to increasing the diversity of its faculty. It welcomes nominations of and applications from women, members of minority groups, protected veterans and individuals with disabilities, as well as from others who would bring additional dimensions to the university’s research, teaching and clinical missions.