Easter Seals Jobs

Research Office and Support Specialist, Emergency Medicine (Hybrid Opportunity)

School of Medicine, Stanford, California, United States

Administration

Post Date May 10, 2024

Requisition # 103206

This position will be based on the Stanford campus and is a hybrid (working on-site and working from home) subject to operational need.

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

The Department of Emergency Medicine is seeking a Research Office and Support Specialist (Administrative Associate 3) to provide administrative and operational support working under general supervision within a growing research group. We are looking for a team-oriented, organized, socially savvy, and good communicator to provide scientific administrative support for the research faculty and administrative leadership. The person in this role will facilitate communication among faculty members and staff as well as help coordinate the logistics of our research projects and office space. This role will resemble that of an office manager but will require an understanding of department research initiatives. All training will be provided on the job, making this a great role for someone looking to learn new skills as an important team member of a growing research group. The most critical involvement in this work will be to ensure planned work is completed in a timely fashion and faculty research leadership and administrative management staff have adequate administrative support for projects. This team member will independently handle a multitude of tasks to support departmental research efforts including special projects.

For information on the Department, please visithttps://emed.stanford.edu/

Duties include:

• Act on behalf of the supervisor in regards 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 for faculty and administrative leadership.

• Manage hybrid shared office work space and conference rooms for Emergency Medicine faculty, trainees and staff.

• 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.

• Provide administrative support to research faculty leaders and for select departmental programs and meetings. This includes planning and scheduling calendar(s) appointments with limited consultation; resolving calendaring conflicts; arranging travel in compliance with unit, university, and sponsor policies; and preparing materials before, during and after research group meetings.

• 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.

* - Other duties may also be assigned.

DESIRED QUALIFICATIONS:

• Exhibit excellent time management skills, the ability to set priorities and a passion for working with people.

• Feel comfortable multitasking with desk and interpersonal work.

• Expertly navigate complex meeting scheduling.

• Bring strong experience with office management and high-level administrative support,

• Communicate well with the administrative leader overseeing all Emergency Medicine Offices.

• Be prepared to share ideas and methods to support growth in research administrative group and faculty researchers.

• Develop proficiency with REDCap, Smartsheets and Tableau

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.

• Proficient in MS Office package programs including Excel, Outlook, Word and Powerpoint.

• Demonstrated success in following through and completing projects.

• High level of professionalism in communication, appearance, and work ethic.

• 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 (as needed).

• 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 $33.17 to $43.75 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: 103206

• Work Arrangement : Hybrid Eligible