Administrative Associate

Grade: E

FTE: 100%

The Department of Pediatrics, Division of Gastroenterology, Hepatology and Nutrition (Pediatric GI Division) and the Inflammatory Bowel Disease (IBD) and Celiac Disease Program is seeking an Administrative Associate (Administrative Associate 2) position to provide administrative and operational support to the Center for Pediatric Inflammatory Bowel Disease (IBD) and Celiac Disease, working under general supervision.

The Pediatric 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 provide high-level of administrative support to the faculty members within the Stanford Center for Pediatric IBD and Celiac Disease, in most aspects of their administrative, educational, and research responsibilities The Administrative Associate must apply critical thinking to anticipate and aid with the needs of the faculty. The incumbent will also plan and organize ongoing events, seminars, lectures, conferences, and meetings within the Center. In addition, the Administrative Associate will serve as our webmaster in curating, organizing, and editing content for the Center’s website and social media pages.

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 and operational functions of events; and performing other administrative duties as assigned. Please refer to the duties listed below for more details.

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, 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.
• 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.

* – Other duties may also be assigned

As an organization that receives federal funding, Stanford University has a COVID-19 vaccination requirement that will apply to all university employees, including those working remotely in the United States and applicable subcontractors. To learn more about COVID policies and guidelines for Stanford University Staff, please visit https://cardinalatwork.stanford.edu/working-stanford/covid-19/interim-policies/covid-19-surveillance-testing-policy

DESIRED QUALIFICATIONS:

• Passion for social media and event planning.
• Proficiency with major social media platforms.
• Prior experience in curating content for and updating websites.
• 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.
• Detail-oriented approach with ability 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.

CERTIFICATIONS & LICENSES:

None

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.