The Department of Pediatrics, Division of Gastroenterology, Hepatology and Nutrition (Pediatrics GI Division) at Stanford University is seeking an Administrative and Clinical Operation Assistant (Administrative Associate 2) to provide administrative and operational support under general supervision. The Pediatrics GI Division advances the treatment of pediatric gastrointestinal and liver disorders through the coordinated efforts of its patient care, research and educational activities. Gastrointestinal disease is one of the most common ailments affecting the health of infants and children worldwide. Currently, this program has ~30 pediatric gastroenterologists with nationally recognized expertise through their research, teaching, and clinical programs which attracts leading candidates to their fellowship program.
The Department of Pediatrics is a dynamic, stimulating place to work and because we are focused on growth and improved excellence, our staff have particularly challenging and rewarding roles.
The incumbent of this position will serve as an Administrative and Clinical Operation Assistant to primarily administer the clinical schedules and provide administrative support to the Associate Chief of Clinical Affairs. Along with this, the incumbent will provide general administrative support to 4-6 other faculty members in most aspects of his/her administrative, educational, and research responsibilities. This position is critical as it provides a work environment that would allow our faculty members to focus on critical and strategic issues by knowing the operational aspects are being handled in an effective and efficient manner. The job responsibilities will involve problem solving of operational issues; handling sensitive and confidential information; serving as the liaison to the campus community, faculty, staff, and external organizations; managing the administrative functions of clinical affairs and operational functions of events; and performing other administrative duties as assigned. Please refer to the duties listed below for more details.
Administer the clinical schedules and provide administrative support to the Service Chief and other faculty members.
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, 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.
May provide inputs on website contents.
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.
* - Other duties may also be assigned DESIRED QUALIFICATIONS:
Prior experience with schedule coordination or in creating a calendar/scheduling system.
Prior experience in handling confidential information with tact and discretion; demonstrated ability to exercise good judgment, identify problems, and seek appropriate resolutions.
Demonstrated commitment to projects and ability to take initiative.
Demonstrated strong administrative and organizational skills.
Prior experience in working on projects to meet tight deadlines and last minute requests efficiently and accurately.
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. WORKING CONDITIONS:
General office environment.
Travel to/from campus locations. Additional Information
Location: School of Medicine, Stanford, 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, 12000 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 is an equal empl...oyment 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. Stanford also welcomes applications from others who would bring additional dimensions to the University’s research, teaching and clinical missions.