Easter Seals Jobs

Education Administrative Associate, Emergency Medicine (Hybrid Opportunity)

School of Medicine, Stanford, California, United States

New

Administration

Post Date 5 days ago

Requisition # 105323

Please note this position will be based on the Stanford campus and is a hybrid of working on-site at least two days per week and working from home, subject to operational needs.

Do you enjoy working as part of a team in a fast-paced environment? Are you seeking to develop within an organization that is growing and on the cutting edge of Emergency Medicine education? If so, Stanford University School of Medicine has an exciting, challenging, and rewarding job opportunity!

The Department of Emergency Medicine has an immediate opening for an Administrative Associate 3 to support select faculty and administrative leadership. We are looking for an individual who is team-oriented and adept in relationship management to provide administrative support for the faculty and administrative leadership within the Education, Social Emergency Medicine, Wellness, and Simulation sections.

You will work with an exceptional group of people in a dynamic and friendly work environment by providing administrative and operational support. This busy position requires impeccable attention to detail and high levels of organization, initiative, flexibility, and independence. An ideal candidate will exhibit excellent time management skills, communication skills (written and oral), the ability to set and manage competing priorities, and a passion for working with people.

For information on the Department, please visithttp://med.stanford.edu/emed.html

Duties include:

• Serve as a departmental liaison within EMED and externally to SoM and hospital staff working in the education, social EM, wellness, and simulation spaces.

• Maintaining high levels of organization, coordinate multiple projects simultaneously while supporting several faculty members with their administrative needs.

• Demonstrate self-motivation and initiative to learn specific terminology, materials, and policies related to the social EM, wellness, and simulation sections under Emergency Medicine and become the primary administrative point of contact for these sections.

• For support of the simulation section, attend on-site simulation events, providing event set-up/take-down support, transporting materials, organizing inventory, and tracking supplies. Manage usage of the ED simulation room; create and maintain a “check out” system for simulation supplies/inventory. Attends meetings to coordinate with interdisciplinary and interprofessional teams as needed to ensure success of ongoing in situ simulation efforts.

• Provide website management and event planning support for EMED Faculty Development initiatives, including (but not limited to) sending calendar invites, coordinating RSVPs, liaising with guest speakers (internal and external), creating Zoom meetings, maintaining online resource repositories, and managing Slack communication channels.

• Act on behalf of the supervisor, department manager, or chair in regard to establishing priorities and identifying and resolving problems that are administrative in nature.

• 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 events within budget.

• 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.

• 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.

• Oversee and/or process a variety of complex financial transactions; produce, monitor, and reconcile budget statements; research, identify, and resolve discrepancies. May assist with capital or special equipment requests and/or vendor selection.

• Coordinate and monitor routine maintenance services completion. Plan and coordinate office moves and/or minor renovation projects.

* - Other duties may also be assigned.

DESIRED QUALIFICATIONS:

• College degree

• Prior work experience at Stanford University and/or in higher education strongly preferred.

• Demonstrated ability to perform duties with a high level of professionalism, flexibility, discretion, judgment, diplomacy, and tact.

• Understanding of the organization of Stanford University Medical Center or similar academic medical center preferred.

• Ability to independently compose/draft correspondence on behalf of the department leadership.

• Demonstrates the ability to work well with Stanford colleagues and clients and with external organizations.

EDUCATION & EXPERIENCE (REQUIRED):

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

KNOWLEDGE, SKILLS AND ABILITIES (REQUIRED):

• 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 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.

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,http://adminguide.stanford.edu.

The expected pay range for this position is $39.46 to $44.30 per hour.

Stanford University provides pay ranges representing its good faith estimate of what the university reasonably expects to pay for a position. The pay offered to a selected candidate will be determined based on factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, geographic location and external market pay for comparable jobs.

At Stanford University, base pay represents only one aspect of the comprehensive rewards package. The Cardinal at Work website (https://cardinalatwork.stanford.edu/benefits-rewards) provides detailed information on Stanford’s extensive range of benefits and rewards offered to employees. Specifics about the rewards package for this position may be discussed during the hiring process.

The job duties listed are typical examples of work performed by positions in this job classification and are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks, and responsibilities. Specific duties and responsibilities may vary depending on department or program needs without changing the general nature and scope of the job or level of responsibility. Employees may also perform other duties as assigned.

Consistent with its obligations under the law, the University will provide reasonable accommodations to applicants and employees with disabilities. Applicants requiring a reasonable accommodation for any part of the application or hiring process should contact Stanford University Human Resources atstanfordelr@stanford.edu. For all other inquiries, please submit acontact form.

Stanford is an equal employment opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law.

Additional Information

• Schedule: Full-time

• Job Code: 4098

• Employee Status: Regular

• Grade: F

• Requisition ID: 105323

• Work Arrangement : Hybrid Eligible