Stanford Health Care Hiring for Admin Assistant I at Palo Alto, CA Full Time

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Day – 08 Hour (United States of America)

This is a Stanford Blood Center job.

A Brief Overview
Provide high-level direct administration and project support.

Locations
Stanford Blood Center

What you will do

• Responsible for office management. Receive and direct phone calls, visitors, and contractors; define and implement administrative procedures; and provide back-up support. Manage office supplies and all infrastructure support requirements (e.g. phones, computers, support service). Example: Must establish relationships, engage effectively, and influence action with internal support groups (e.g. Accounting, Finance, IT, Facilities, etc.) to resolve problems. This includes understanding how to obtain support from Stanford Healthcare, Stanford University, and Stanford Blood Center as appropriate.
• Manage dynamic calendars. Schedule and assist with preparation for internal and external meetings. Arrange domestic and international travel, including visas. Manage confidential information, files, and archiving. Organize and prepare documents requiring use of specialized software. Example: Must have the ability to prioritize work and to handle multiple activities and projects simultaneously, often under strict deadlines in a fast-paced environment. Need to discern what and when to escalate; anticipate and mitigate potential problems. Requires regular interaction with various Hospital and University departments as well as scholars worldwide to obtain information needed by the Director(s) for effective planning and preparation.
• Prepare travel expense reports and payments to vendors, applying SBC/SHC/SU accounting guidelines as appropriate. Administer financial accounts and reports using online systems, spreadsheets, and databases. Example: Must be able to quickly learn and implement new procedures and comply with SBC/SHC/SU requirements independently and without tutoring, e.g., learn and implement online financial system for multiple clinical and R&D accounts.
• Assist with making arrangements for conferences, seminars and special events. Includes communication with participants and securing venues. Work with other SBC staff or outside agency to coordinate activities, as needed. Example: Includes coordination and communication relating to CHS Training Course.
• Manage Directors’ correspondence, including with state licensing agency and federal accrediting agencies. Prepare letters based on Directors’ guidance, edit and proofread. Obtain signature(s) and submit. Ensure that deadlines for correspondence are met. Example: May be required to research background information and details needed for correspondence. Clear and cohesive writing style, as well as proper grammar and correct spelling, are essential.
• Manage and update Director CVs and bio-sketches as necessary. Conduct searches of medical literature and technical information using PubMed, Google Scholar and other medical libraries, and import data. Assist with preparation of scholarly manuscripts for publication, and research proposals for submission to granting or contracting agencies. Organize and prepare documents requiring use of specialized software. Example: Directors publish several scientific papers each year in a variety of scholarly journals, and submit grant proposals to a variety of funding agencies, each with its own requirements.
• Complies with governmental regulations and Stanford Health Care and Blood Center policies regarding health and safety. Observes and supports good health and safety practices.
• Strictly observes privacy and security related policies, procedures and practices to preserve the integrity and confidentiality of medical and other sensitive information pertaining to donors, patients, research subjects, and staff. Acts as a responsible information steward and treats information as sensitive and confidential in accordance with federal and state laws and with professional ethics, accreditation standards and legal requirements. Does not disclose protected health information inappropriately.
• May be required to enter areas where other individuals work with human blood; potential may exist for unanticipated exposure to blood borne pathogens by splash or spill.

Education Qualifications

• High School Diploma or GED and 3 years of relevant experience, or comparable combination of education and experience. Required

Required Knowledge, Skills and Abilities

• Exceptional organizational skills with meticulous attention to detail and accuracy. Proven ability to prioritize activities and handle multiple projects simultaneously, often under strict deadlines in a fast-paced environment.
• Possess strong oral and written communication skills in English, including editing and proofreading.
• Proven ability to work independently, show initiative and take ownership of all assignments to achieve positive results. Resourceful, quick-thinking and flexible problem solver.
• Must demonstrate a high level of professionalism, maturity and tact in handling communications, highly sensitive and/or confidential information.
• Demonstrated expertise with a variety of software applications including but not limited to Microsoft Word, Excel, PowerPoint, Oracle Financials, and EndNote as well as a high level of sophisticated Internet research capability.

Licenses and Certifications

• None

Physical Demands and Work Conditions

Physical Demands

• Frequent Sitting.
• Occasional Walking.
• Occasional Standing.
• Occasional Bending.
• Seldom Squatting.
• Seldom Climbing.
• Occasional Kneeling.
• Frequent Hand Use.
• Occasional Repetitive Motion Hand Use.
• Frequent Grasping.
• Frequent Fine Manipulation.
• Frequent Pushing and Pulling.
• Seldom Reaching (above shoulder level).
• Occasional Twisting and Turning (Neck and Waist).
• Occasional Vision (Color, Peripheral, Distance, Focus).

Lifting

• Occasional lifting of 0 – 10 lbs.
• Seldom lifting of 11 – 20 lbs.
• Never lifting of 21 – 30 lbs.
• Never lifting of 31 – 40 lbs.
• Never lifting of 40+ lbs.

Carrying

• Occasional lifting of 0 – 10 lbs.
• Seldom lifting of 11 – 20 lbs.
• Never lifting of 21 – 30 lbs.
• Never lifting of 31 – 40 lbs.
• Never lifting of 40+ lbs.

Blood Borne Pathogens

• Category III – Tasks that involve NO exposure to blood, body fluids or tissues, and Category I tasks that are not a condition of employment

These principles apply to ALL employees:

SHC Commitment to Providing an Exceptional Patient & Family Experience

Stanford Health Care sets a high standard for delivering value and an exceptional experience for our patients and families. Candidates for employment and existing employees must adopt and execute C-I-CARE standards for all of patients, families and towards each other. C-I-CARE is the foundation of Stanford’s patient-experience and represents a framework for patient-centered interactions. Simply put, we do what it takes to enable and empower patients and families to focus on health, healing and recovery.

You will do this by executing against our three experience pillars, from the patient and family’s perspective:

• Know Me: Anticipate my needs and status to deliver effective care
• Show Me the Way: Guide and prompt my actions to arrive at better outcomes and better health
• Coordinate for Me: Own the complexity of my care through coordination

Equal Opportunity Employer Stanford Health Care (SHC) strongly values diversity and is committed to equal opportunity and non-discrimination in all of its policies and practices, including the area of employment. Accordingly, SHC does not discriminate against any person on the basis of race, color, sex, sexual orientation or gender identity and/or expression, religion, age, national or ethnic origin, political beliefs, marital status, medical condition, genetic information, veteran status, or disability, or the perception of any of the above. People of all genders, members of all racial and ethnic groups, people with disabilities, and veterans are encouraged to apply. Qualified applicants with criminal convictions will be considered after an individualized assessment of the conviction and the job requirements.

Base Pay Scale: Generally starting at $32.15 – $40.98 per hour

The salary of the finalist selected for this role will be set based on a variety of factors, including but not limited to, internal equity, experience, education, specialty and training. This pay scale is not a promise of a particular wage.