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Administrative Assistant 3

Company: Stanford Medicine
Location: Santa Clara
Posted on: August 4, 2022

Job Description:

Stanford University's Department of Obstetrics and Gynecology is seeking an Administrative Associate 3 to provide administrative and operational support with limited supervision to the Division of Gynecologic Specialties, including support of the Division Chief. The Division of Gynecologic Specialties includes faculty specialists in Minimally Invasive Surgery, Urogynecology and Pelvic Reconstructive Surgery, Pediatric and Adolescent Gynecology, Complex Family Planning, LGBTQ+ health, and Sexual Medicine.

This position requires experience with outstanding attention to detail, excellent verbal and written communication skills, superb follow-though to ensure that projects are not delayed, and outstanding organizational skills. The successful candidate will be a valued member of a team who is able to work independently, liaise with stakeholders, and work within an academic community-engaged research context. The ideal candidate will thrive in a fast-paced environment, and be inspired by the Department of Obstetrics and Gynecology's mission to improve women's health through innovative and compassionate care, education, advocacy and discovery.

For more details about the department:

Duties include:

  • Compose and draft documents and correspondence for presentations, course handouts, grants, conferences, seminars, and reports; perform substantial editing and fact checking. Create, maintain, modify, and/or ensure accuracy of content in various unit documents, displays, reports, brochures, social media, and/or websites.
  • Oversee and/or process a variety of complex financial transactions; produce, monitor, reconcile, and report on budget statements; research, identify, and resolve discrepancies. May assist with capital or special equipment requests and/or vendor selection.
  • Develop evaluation and tracking systems for research and community engagement activities.
  • Maintain office supplies, research promotional materials, etc.
  • Assist with research participant management.
  • Oversee and/or perform duties associated with scheduling, organizing, and operating complex conferences, seminars, and events, including arranging with vendors for services, overseeing the production and distribution of materials, administering logistics, and managing event within budget.
  • Act on behalf of the supervisor in regards to establishing priorities and identifying and resolving problems that are administrative in nature.
  • Plan and schedule calendar(s) with limited consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
  • Create complex reports and spreadsheets which may utilize specialized software and systems.
  • May lead staff or supervise day-to-day work of student and/or temporary workers, including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, reviewing work for quality and timeliness, and providing performance review input.
    - Other duties may also be assigned

    EDUCATION & EXPERIENCE (REQUIRED):

    High school diploma and four years of administrative experience, or combination of education and relevant experience.

    KNOWLEDGE, SKILLS AND ABILITIES (REQUIRED):
    • Ability to work independently to meet expected deadlines and schedules
    • Knowledge of the lesbian, gay, bisexual, transgender, queer (LGBTQ+) and other sexual and gender minority (SGM) communities
    • Ability to work with sexual, gender, and racial/ethnic minority and other marginalized populations and be empathetic
    • Advanced computer skills and demonstrated experience with office software and email applications.
    • Demonstrated success in following through and completing projects.
    • Excellent organizational skills and attention to detail.
    • Strong verbal and written communication skills.
    • Excellent numerical skills in basic finance tracking.
    • Excellent customer service and interpersonal skills.
    • Ability to prioritize, multi-task, and assign work to others.
    • Ability to take initiative and ownership of projects.
    • Ability to routinely and independently exercise sound judgment in making decisions

      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.

        WORKING CONDITIONS:

        This will be a hybrid role based at the Stanford Center for Academic Medicine (CAM).

        WORK STANDARDS:
        • 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,

          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

          Additional Information
          • Schedule: Full-time
          • Job Code: 4103
          • Employee Status: Regular
          • Pay Grade: F
          • Department URL:
          • Requisition ID: 95163 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

Keywords: Stanford Medicine, Santa Clara , Administrative Assistant 3, Administration, Clerical , Santa Clara, California

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