The Department of Medicine is committed to setting the highest standards for patient care, ground-breaking biomedical research, professional education, teaching, and training. We are devoted to advancing the science of medicine by developing new methods to prevent, diagnose, and treat all aspects of human disease and strive to provide compassionate and pioneering health care to all of our patients.

The Department of Medicine, Division of Stanford Health Care Tri-Valley (SHC Tri-Valley) is recruiting for an Administrative Associate 2 at our Pleasanton, CA location to provide administrative and operational support under general supervision. The incumbent will support the Administrative Division Director, School of Medicine (SoM) faculty, and faculty Advanced Practice Providers (APPs). The incumbent will also indirectly provide back-up support to the Academic Physician in Chief, Chief Medical Officer, Director of Education, and Director of Research who are also SoM faculty. Involvement may include tasks associated with on-boarding providers, providing orientations, creating processes, website management, general projects and events, space moves, faculty affairs, and financial operations. This position will be responsible for ensuring the SoM Administrative Office is organized and that faculty and their support staff have the necessary tools to be successful.

The Division of SHC Tri-Valley is responsible for supporting all SoM credentialed providers at SHC Tri-Valley in the Pleasanton and Livermore areas. The division is dynamically involved in bringing new specialties to the Tri-Valley and East Bay communities, as well as establishing research and educational electives into the community. Through the partnership of the different SoM specialties at SHC Tri-Valley, the division is committed to educating the next generation of physicians and the surrounding community as we grow our presence in the Tri-Valley area.

The SHC Tri-Valley team is committed to cultivating a fun work environment that champions employee well-being, engagement and professional development. This newly created position will partner with the Administrative Division Director and Administrative Associate Lead, as well as have the unique opportunity to assist faculty that are internationally recognized for providing care for the most difficult problems in healthcare today.

The ideal candidate will be driven to deliver excellent administrative support, strengthen our organizational alignment and optimize our collaborative environment. The Department of Medicine is a dynamic, stimulating place to work and because we are focused on growth and improved excellence, our staff have particularly challenging and rewarding roles.

Duties include:

• Respond to inquiries, and determine and take appropriate action as required. Serve as a resource regarding a defined set of policies and procedures.
• Perform duties associated with scheduling, organizing, and operating conferences, seminars, and events, including recommending vendors for services, overseeing the production and distribution of materials, coordinating logistics, and serving as liaison with internal and external vendors.
• Draft and/or generate routine communications; coordinate production (formatting, copying, etc.) and dissemination of documents, such as presentations, course handouts, grant proposals, conference and seminar materials, reports, brochures, and displays.
• Plan and schedule calendar(s) based on consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
• Process and monitor routine financial transactions, which may include researching and resolving discrepancies.
• Maintain office supplies and equipment; obtain vendor quotations, as needed. Coordinate office moves.
• May serve as the point of contact for general maintenance, health and safety, and other facility concerns within the unit(s); report any incidents or potential safety problems to appropriate representatives. Track completion of required training.
• Maintain approved content on websites.
• May perform human resources transactional support, e.g. time cards, I9s, and/or faculty affairs support.
• May guide and train student and/or contingent workers including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, and reviewing work for quality and timeliness.

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.