Administrative Assistant - School of Medicine (H)

Administrative Assistant - School of Medicine 1403730 (H)

A leading university is seeking an Administrative Assistant - School of Medicine. The successful candidate will manage a complex calendar, support the needs and priorities of the department, and serve as a liaison between the Chair and various internal and external constituencies. The ideal candidate has two or more years of experience as an Administrative Assistant in a university, (preferably in the School of Medicine). The company offers a great work environment!

Administrative Assistant - School of Medicine Pay and Benefits:

• Hourly pay: $29/hr
• Worksite: Leading University (Stanford, CA 94305 - Onsite)
• W2 Employment, Group Medical, Dental, Vision, Life, Retirement Savings Program, PSL
• 40 hours/week, 3 Month Assignment

Administrative Assistant - School of Medicine Responsibilities:

• Complex calendaring:
  • Anticipate the Chair's needs and act independently to triage meeting requests, schedule, and reschedule.
  • Develop a calendaring system with the Chair to manage the constant meeting requests & outstanding items.
• Establish priorities and resolve problems:
  • Understand the needs and priorities of the Department, Chair and leadership team, and act in support of those by identifying and resolving problems.
  • Expected to routinely work independently in this area, seeking guidance from the Chair and the department as needed.
• Serve as liaison between the Chair and various internal and external constituencies:
  • Be the first point of contact for internal and external colleagues.
  • Understand and evaluate requests and prioritize them for the Chair.
  • Perform event planning including planning logistics for monthly department faculty meetings.
  • Draft letters of recommendation, emails, department communications, and other correspondence for the department Chair based upon meetings and attendance on behalf of the chair, internal/external rules and regulations, etc.
• Manage travel reservations: Successfully manage complex travel arrangements for the chair and other visiting VIPs.
• Process reimbursements and clear PCard and Tcard expenses.
• Responsible for distilling information and preparing reports to disseminate information to the Chair and department; must independently offer recommendations and conclusions.
• Constantly manage multiple complex projects associated with the Chair; must expertly manage all details to ensure the Chair understands what is expected of her for all requests, meetings, etc.

Administrative Assistant - School of Medicine Qualifications:

• 5 years of relevant experience.
• 2+ years of experience as an Administrative Assistant in a university, (preferably in the School of Medicine).
• Demonstrated high-level administrative experience which includes advanced computer skills and demonstrated experience with office software and email applications. Preferably experience with Smartsheet.
• Excellent verbal and written communication skills, including editing and proofreading.
• Excellent planning and organizational skills.
• Ability to take initiative and ownership of projects.
• Demonstrated ability to handle sensitive issues and maintain confidentiality.
• Demonstrated ability to perform duties with a high level of professionalism, flexibility, discretion, judgment, diplomacy, and tact.
• Ability to multi-task, adapt to changing priorities, and meet deadlines.
• Able to manage high-volume calendaring requests.
• A quick learner who can multitask, prioritize, and handle sensitive information.

Shift:

• Monday to Friday from 08:00 AM to 04:30 PM.