Administrative Associate

Background Check

Final offers of employment are contingent upon the successful completion of a background check that may include employment history, national criminal background check, national sex offender registry search and, where applicable, a credit check and/or driving record.

Overview

Stanford Medicine, which comprises Stanford University Medical School – a premier research-intensive medical school – and Stanford Hospitals and Clinics, nationally recognized for quality patient care and advanced technology – seeks motivated candidates with a high degree of professionalism to serve as an administrative associate.

Position Summary

The Administrative Associate provides outstanding office support and a full range of administrative services in support of the fundraising and managerial efforts of the Principal Gifts team. Successful applicants for the Administrative Associate position will have excellent communications skills and the ability to prioritize, organize, and complete work assignments efficiently and effectively. Functioning as part of a team, the AA role requires flexibility, accountability, enthusiasm, and sharp attention to detail. S/he serves as the interface between development officers or other managers with all internal and external constituencies of the School and Hospital.

Major Responsibilities

• Produce and assemble documents, proposals and collateral materials for mailings, meetings and presentations
• Manage manager’s calendar, including scheduling, room reservation/set up, and preparation of agendas and other needed materials
• Gather and analyze information from various sources
• Create/prepare documents including PowerPoint presentations and reports
• Schedule travel and meetings on behalf of development officers
• Coordinate donor related meetings and events, and provide interface for development officers with internal and external constituencies as needed
• Draft and edit correspondence and presentations
• Maintain electronic records and compile standard and specialized reports and spreadsheets using a custom database
• Process incoming gifts according to University procedures
• Monitor budgets and process reimbursements
• Gift fund tracking and reporting
• Other duties as assigned

Qualifications

• At least three years of related experience required, five years preferred
• Four-year college degree or equivalent experience preferred
• Demonstrated ability to manage several projects simultaneously and to work in a fast-paced and complex environment with sharp attention to detail and accuracy
• Good judgment and the ability to work independently and reliably, and meet deadlines with a minimum amount of supervision
• Superior interpersonal skills and enthusiastic team player in a busy office setting
• Able to interact with a diverse group of individuals, including physicians, researchers, colleagues and donors in a professional manner
• Excellent administrative support skills including the ability to anticipate needs, to proactively identify issues and make suggestions for improvement, and to efficiently organize projects, tasks and records
• Demonstrated proficiency in use of a broad range of software and computer systems, including Word, Excel, PowerPoint, Eudora (or comparable email system) and the Internet. Experience with Stanford Calendar and PostGrads database desirable. Familiarity with desktop publishing and/or graphic design a plus
• Demonstrated ability to learn and use a complex, customized database management system with high degree of proficiency
• Excellent communication skills showing the ability to speak and write effectively and professionally
• Previous experience in an academic medical center and/or nonprofit environment is highly desirable
• Demonstrated professional manner and ability to maintain high level of confidentiality and discretion
• California drivers’ license needed for trips to the University

APPLICATION REQUIREMENTS:

Candidates should submit a cover letter and resume via the website http://hrweb.stanford.edu/jobs/openings/jobsearch.html

Stanford University is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, age, national origin, veteran status, physical or mental disability, or sexual orientation.

We are not able to provide relocation or sponsorship for this position. Stanford University is an affirmative action, equal opportunity employer. Thank you for your interest!