Administrative Associate - School of Medicine 1400382 A leading university is seeking an Administrative Associate - School of Medicine to join our Health Care Center. The successful candidate will provide administrative and operational support to a rapidly growing division by managing new faculty and staff onboarding efforts, acting as the lead administrative point person for the Division Co-Chief and Associate Division Chief, supporting division events and meetings, responding to and troubleshooting faculty inquiries, and updating and maintaining division communication platforms. The ideal candidate has three to four or more years of prior experience as an administrative assistant including scheduling and event coordination. The company offers a great work environment! Administrative Associate - School of Medicine Pay and Benefits: Hourly pay: $40/hr Worksite: Leading University (Palo Alto, CA 94304, Hybrid - Must 3 days onsite and 2 days remote per week) W2 Employment, Group Medical, Dental, Vision, Life, Retirement Savings Program, PSL 40 hours/week, 11-12 Month Assignment, Possible conversion Administrative Associate - School of Medicine Responsibilities: 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 the 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 that 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 service completion. Plan and coordinate office moves and/or minor renovation projects. Administrative Associate - School of Medicine Qualifications: 3-4+ years of prior experience as an administrative assistant including scheduling and event coordination. High school diploma. A College degree is preferred. A Bachelor's Degree is desired. Independent with exceptional organizational skills, attention to detail, and accuracy. Demonstrated ability to prioritize own work, multitask, and respect deadlines is desired. Excellent written, oral, and interpersonal communication skills are desired Personal effectiveness and credibility are desired 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. Shift: Monday to Friday from 08:00 AM to 05:00 PM.
