Stanford Medicine Hiring for Education Administrative Assistant Job at Stanford, CA Full Time

Stanford University, Department of Dermatology is seeking a 100% FTE Education Administrative Assistant (Administrative Associate 2) to provide administrative and operational support to the department’s education division. This position will be under general supervision of Stanford Dermatology’s Education Program Manager.

Responsibilities will include scheduling meetings, supporting department faculty and programs, handling expense reimbursements and performing other administrative tasks. A successful candidate possesses excellent organizational skills, a can-do/self-starter attitude, and strong communication skills that allow interaction with a diverse group of people.

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.
• 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