Administrative Assistant 3- LGBTQ+ Program

Stanford Medicine
Published
September 21, 2022
Location
Santa Clara, CA
Category
Job Type

Description

Stanford Universitys LGBTQ+ program is seeking an Administrative Associate 3 to provide administrative and operational support with limited supervision for the LGBTQ+ Health Executive Director of the LBGTQ+ program at Stanford Medicine.

This position requires attention to detail, verbal and written communication skills across a broad range of audiences, follow-though to ensure that projects are not delayed, and organizational talents. The successful candidate will be a valued member of a team who is able to work independently, liaise with stakeholders across many divergent systems, and work within an academic community-engaged research context. Experience, comfort, and fulfillment in maintaining social media accounts, and graphic design for advertising and promotional merchandise accrual within the purview of Stanfords branding will also benefit the candidate. A recognition and commitment to the role administrative support for a large scale initiative this requires is a valued mindset for this position. Experience with project management systems (Airtable, Smartsheets) will be a benefit.

The ideal candidate will thrive in a fast-paced environment, and be inspired by the Department of Obstetrics and Gynecologys and the Commission on Justice And Equitys mission to improve affirming healthcare best practices through innovative and compassionate care, education, advocacy and discovery. The candidate is expected to be comfortable and experienced in the use of neo-pronouns, LGBTQ+ healthcare terminology, and knowledgeable in best practices with cultural humility when working with LGBTQ+ individuals. If you would like to read more about LGBTQ+ experiences for and benefits employees we encourage you to review this website: https://med.stanford.edu/pride. Candidates with lived transgender and non-binary experience and additional intersectional identities are encouraged to apply.

For more details about the department and JEDI initiatives: https://obgyn.stanford.edu/ ; https://med.stanford.edu/hrg/jedi.html

Duties include:

  • 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 accuracy of content in various unit documents, displays, reports, brochures, social media, and/or websites.
  • Oversee and/or process a variety of complex financial transactions; produce, monitor, reconcile, and report on budget statements; research, identify, and resolve discrepancies. May assist with capital or special equipment requests and/or vendor selection.
  • Develop evaluation and tracking systems for research and community engagement activities.
  • Maintain office supplies, research promotional materials, etc.
  • Assist with research participant management.
  • 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 event within budget.
  • Act on behalf of the supervisor in regards to establishing priorities and identifying and resolving problems that are administrative in nature.
  • 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 which may utilize specialized software and systems.
  • May lead staff or supervise day-to-day work of student and/or temporary workers, including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, reviewing work for quality and timeliness, and providing performance review input.

* - Other duties may also be assigned

EDUCATION & EXPERIENCE (REQUIRED):

High school diploma and four years of administrative experience, or combination of education and relevant experience.

KNOWLEDGE, SKILLS AND ABILITIES (REQUIRED):

  • Ability to work independently to meet expected deadlines and schedules
  • Knowledge of the lesbian, gay, bisexual, transgender, queer (LGBTQ+) and other sexual and gender minority (SGM) communities and demonstrated ability to affirm the breadth of LGBTQ+ experiences
  • Ability to work with sexual, gender, and racial/ethnic minority and other marginalized populations and be empathetic
  • 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 numerical skills in basic finance tracking.
  • 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

PHYSICAL REQUIREMENTS*:

  • Constantly perform desk-based computer tasks.
  • Frequently sitting.
  • Occasionally stand/walk, reach/work above shoulders, grasp lightly/fine manipulation, grasp forcefully, use a telephone, sort/file paperwork or parts, lift/carry/push/pull objects that weigh up to 10 pounds.
  • Rarely twist/bend/stoop/squat, kneel/crawl.

* - 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.

WORKING CONDITIONS:
This position is hybrid (work from home 2-3 days and in office 2-3 days with some flexibility around events and special meetings). This full-time position will be based at 453 Quarry Road in Palo Alto, CA.

WORK STANDARDS:

  • Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clients and with external organizations.
  • Promote Culture of Safety: Demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned.
  • Subject to and expected to comply with all applicable University policies and procedures, including but not limited to the personnel policies and other policies found in the University's Administrative Guide, http://adminguide.stanford.edu

As an organization that receives federal funding, Stanford University has a COVID-19 vaccination requirement that will apply to all university employees, including those working remotely in the United States and applicable subcontractors. To learn more about COVID policies and guidelines for Stanford University Staff, please visit https://cardinalatwork.stanford.edu/working-stanford/covid-19/interim-policies/covid-19-surveillance-testing-policy

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