The Division of Cardiovascular Medicine, within the Department of Medicine, is a dynamic and innovative center dedicated to excellence in research, medical education, and clinical care. Our division is driven by over 90 faculty, clinician educators and instructors who are the pillar of strength in the Division's ongoing efforts into the prevention and treatment of cardiovascular disease.
The Division of Cardiovascular Medicine is seeking a highly organized and professional Administrative Associate (Administrative Associate 2) with exceptional customer service skills to join our robust clinical research team.
The Administrative Associate 2 will be responsible for providing excellent, timely and reliable administrative assistance to the Clinical Research Director and workforce. The incumbent will be an individual contributor and a valued team player. The ideal candidate is a proactive person with strong attention to detail. This position requires a motivated candidate to conduct meeting coordination with internal and external stakeholders, and provide general administrative, operational, and programmatic support.
The Cardiovascular Clinical Research team is a growing, dynamic group who is dedicated to supporting translational medicine and contributing to Stanford Medicine’s mission. If you are eager to quickly achieve lasting results, we invite you to join our team.
This is a hybrid position.
Duties include:
- Respond to inquiries and determine and take appropriate action as required. Serve as a resource regarding a defined set of policies and procedures.
- 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, 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, I9s, and/or faculty affairs support.
- 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.
DESIRED QUALIFICATIONS:
- Four-year college degree and prior Stanford experience.
- Bilingual (Spanish preferred).
- Experience/desire to work in an academic setting.
- Demonstrated willingness to learn and work well on a team.
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.
CERTIFICATIONS & LICENSES:
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.
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 and unique perks empower 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.
