Administrative Associate

🔍 School of Medicine, California

📁: Administration

📅   : May 15, 2013 Post Date

📅   : 52516 Requisition #

The Stanford Cancer Institute Cancer Clinical Trials Office (CCTO) is seeking a Senior Administrative Associate to provide a full range of high-level administrative support for the CCTO and its educational/outreach programs. The individual will report to the Executive Administrative Director, Clinical Research, and provide project level and administrative support to the Executive Administrative Director, the Director and Associate Director of Clinical Research Operations. Job responsibilities include (but are not limited to):

• Managing and supporting administrative needs such as:
o Independently prepares correspondence, documents, spreadsheets, on-line surveys, and presentations
o Independently manages small projects which may include assistance from other CCTO administrative staff
o Assists with grant applications, reports, and site visit preparations
o Makes travel arrangements, maintains records, schedules meetings, provides meeting summaries (i.e. minutes), process miscellaneous payments and invoices
o Coordinates CCTO staff search processes, including tracking openings and arranging interviews
• Coordinates onboarding of new employees (arranges for pagers, business cards, EPIC Access, IT needs, office set-up
• Administrative management of large courses, major meetings, community events, and retreats which may have more than 100 attendees, and require interactions with staff and departments across the University, School of Medicine, Hospital, as well as in the community
• Oversees CCTO Orientation Program, its schedule, attendance, and participant completion status. Provides summaries of evaluations, attendance, and completion reports for the CCTO multi-session orientation program.
• Manages space assignments for Stanford Cancer Institute space in the Freidenrich Building, updating Stanford’s iSpace application. Implements procedures to fulfill all emergency preparedness and space inventory for the CCTO at the Freidenrich Building

Qualifications:
A Bachelor’s degree and three years related experience working as an administrative assistant or program manager, or equivalent combination of education and experience. Experience performing diverse duties such as arranging large conferences, courses, managing budgets, and preparing grant applications required. Must have experience managing calendars, arranging travel and reimbursements, and other administrative duties. Excellent Excel, Power Point, and Word skills, with experience producing executive level documents, spreadsheets, graphics, and presentations. Excellent organizational skills, good judgment, demonstrate flexibility, and have the ability to work independently and with initiative. Must be self-motivated, have excellent interpersonal skills, be a problem solver and team player. Excellent verbal and written skills are required. Must be able to manage small projects, set priorities and meet project deadlines. Must be able to provide professional, courteous, and efficient interactions. Must have knowledge of the diverse issues involved in planning large complex meetings, courses, and conferences.

Desired:
Experience with database applications, and Adobe software such as InDesign and Acrobat. Demonstrated ability to learn new software systems is highly desirable. Knowledge of clinical research, oncology or other medical domain.

Job #52516

Additional Information

Requisition ID: 52516

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 accommodation to any employee with a disability who requires accommodation to perform the essential functions of his or her job.

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.