Stanford Medicine Hiring for Administrative Associate Job at Stanford, CA Full Time

The Department of Neurology is seeking an Administrative Associate 3 to provide administrative and operational support in the Division of Movement Disorders.

The Administrative Associate will be responsible for independently managing a wide array of administrative tasks including (but not limited to), general support for the Division Chief and faculty, preparation and oversight of complex financial transactions and coordination of faculty and fellowship applicant interviews. Other key tasks include conference planning and execution, calendar management and assisting with onboarding of new hires and visiting scholars. Planning, communication, independent problem-solving and strong time-management skills are essential. The ideal candidate will be exceptionally organized and pro-active. We seek a self-starter who is comfortable working independently as well as with a team, demonstrates administrative professionalism, outstanding relationship building skills and is resilient and resourceful in adapting to new tasks and changing circumstances.

Duties include:

• Act on behalf of the supervisor, department manager, or chair in regards to establishing priorities and identifying andresolving problems that are administrative in nature.
• Oversee and/or perform duties associated with scheduling, organizing, and operating complex conferences, seminars, andevents, including arranging with vendors for services, overseeing the production and distribution of materials, administeringlogistics, and managing event within budget.
• Compose and draft documents and correspondence for presentations, course handouts, grants, conferences, seminars, andreports; perform substantial editing and fact checking. Create, maintain, modify, and/or ensure accuracy of content in variousunit documents, displays, reports, brochures, social media, and/or websites.
• Plan and schedule calendar(s) with limited consultation, resolve calendaring conflicts, and arrange travel in compliance withunit, university, and sponsor policies.
• Create complex reports and spreadsheets which may utilize specialized software and systems.
• Oversee and/or process a variety of complex financial transactions; produce, monitor, and reconcile budget statements;research, identify, and resolve discrepancies. May assist with capital or special equipment requests and/or vendor selection.
• Coordinate and monitor routine maintenance services completion. Plan and coordinate office moves and/or minor renovationprojects.
• May lead staff or supervise day-to-day work of student and/or temporary workers, including scheduling, assigning, andprioritizing workloads, setting appropriate deadlines, reviewing work for quality and timeliness, and providing performancereview input.

• – Other duties may also be assigned.