Administrative Associate 2

The mission of the Department of Ophthalmology at Stanford School of Medicine is to be among the very best institutions in the world for ocular health. We aim to do this through technically outstanding and compassionate care for our patients, cutting edge basic and translational research, and training of the next generation of leaders and practitioners in our field in the prevention and treatment of vision loss. We are seeking an Administrative Associate 2 to join our growing and thriving team. 

Working under general supervision of the department Administrative and Facilities Manager, our Administrative Associates play a vital supportive role to our faculty and department operations. In addition to general duties supporting an assigned list of faculties such as calendaring, assisting with office moves, and supply ordering, Administrative Associates have the opportunity to support department events, collaborate with operational teams in specialty areas such as HR and finance, and help move forward the innovative and impactful work our faculty undertake. Our department is home to diverse faculty, trainees, staff, and researchers and we encourage applications from individuals from diverse experiences and backgrounds, broadly defined. This is an exciting time for a motivated, outcomes-oriented individual to join our department and to make an immediate impact to vision science and ocular health.

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.

*- 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.

Core Duties:

• 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.

Minimum Education and Experience

High school diploma and three years of administrative experience, or combination of education and relevant experience.

Knowledge, Skills and Abilities:

• 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.