Administrative Associate 3 (Hybrid Opportunity)

Stanford University · Stanford

Are you detail-oriented, organized, and passionate about supporting top-tier medical professionals? The Division of Cardiovascular Medicine seeks a dynamic individual to join our team as an Administrative Associate 3. The Division of Cardiovascular Medicine is at the forefront of cutting-edge research, clinical care, and education in the field of cardiology. By joining our team, you can work alongside world-renowned faculty members and amazing staff and contribute to our mission of advancing cardiovascular health through excellence in research, education, and patient care. In this role, you will directly support 5-8 esteemed faculty members, ensuring the smooth operation of their administrative needs, and assist with the annual space survey—a critical component of our division's operations and resource allocation strategy.

The ideal candidate brings at least 3 years of proven experience in administrative support, ideally within Stanford. Proficiency in the Microsoft Office suite and the ability to quickly learn and navigate new software systems are essential. Exceptional organizational skills, attention to detail, and the ability to manage multiple tasks simultaneously are crucial for success in this role. Excellent communication and interpersonal skills are also required, as the role involves interacting professionally with faculty, staff, and external stakeholders.

Key responsibilities include:

Faculty Support: You will serve as the primary point of contact for faculty members, managing calendars, scheduling appointments, and coordinating meetings.
Financial Management: Handle reimbursements, process purchase orders, and assist with budget tracking to ensure efficient fiscal management.
Conference Organization: Aid in coordinating and organizing weekly conferences, ensuring all logistics are handled seamlessly.
Subject Matter Expertise: Become proficient in our clinical call schedule software and serve as the division's go-to expert. Train other administrative staff on software usage, contributing to the division's operational efficiency and maintaining a high level of clinical care.
Space Survey Assistance: Assist with the annual space survey, contributing valuable insights to division operations and resource allocation.

If you are ready to take the next step in your administrative professional career, please submit a resume and cover letter and join our team!

This is a hybrid opportunity.

Desired Qualifications:

Bachelors Degree
Previous Stanford Experience

Perform a variety of administrative duties which may include reception duties, creating and editing communications, documents, reports and spreadsheets, scheduling and/or coordinating meetings, making travel arrangements, managing or maintaining office operations, performing employment and financial transactions.

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