Administrative Associate 2 - 74655
Description The Department of Orthopaedic Surgery is dedicated to providing excellent patient care and outstanding education for students, residents and fellows in the fields of orthopaedic surgery and musculoskeletal medicine. We are committed to advancing knowledge related to the care of conditions of the musculoskeletal system through basic science and clinical research.
Our growing department is looking for a highly organized self-starter who is enthusiastic, motivated, and is able to adapt to different working styles and needs. Will support faculty with phone calls, calendaring, meetings, letters as well as Visiting faculty appointments. This position is also the fellowship coordinator for the Physical Medicine & Rehabilitation fellowship and requires an individual who works well with others, has superior verbal and written communication skills, and is detail-oriented. The successful candidate will be able to work with little supervision on daily assignments and must be able to take initiative in all tasks. This position will be located in Redwood City.
* - Other duties may also be assigned
- Respond to inquiries, and determine and take appropriate action as required. Serve as a resource regarding a defined set of policies and procedures.
- Prepare final version of visiting faculty appointments incorporating suggestions from higher levels of review.
- Assist with Residencies and fellowships including interview process, match, appointments, budget and onboarding of new staff.
- Provide backup to Orthopaedic Surgery and other School of Medicine staff as needed
- 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.
Qualifications DESIRED QUALIFICATIONS:
EDUCATION & EXPERIENCE (REQUIRED):
- 4-year degree plus a minimum of 4 years experience or a combination thereof.
- Academic Experience
- Fellowship or Residency experience
KNOWLEDGE, SKILLS AND ABILITIES (REQUIRED):
- High school diploma and three years of administrative experience, or combination of education and relevant experience.
- 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.
*- 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.
- 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.
- Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clients and with external organizations.
- Promote Culture of Safety: Demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned.
- Subject to and expected to comply with all applicable University policies and procedures, including but not limited to the personnel policies and other policies found in the University's Administrative Guide, http://adminguide.stanford.edu.
Location: School of Medicine
Job Code: 4102