Overview
Administrative Associate 3 Jobs in Palo Alto, CA at TALENT Software Services
Title: Administrative Associate 3
Company: TALENT Software Services
Location: Palo Alto, CA
The Division of Hospital Medicine in the Department of Medicine is seeking a highly motivated and talented Administrative Coordinator to join their team. Under the general direction of the Assistant Division Manager, the Administrative Coordinator will provide administrative and operational support to a rapidly growing Division. This is a 1-year temporary position that has the possibility of converting to a full-time, permanent role.
Responsibilities
Manage new faculty and staff onboarding efforts.
Act as the lead administrative point person for the Division Co-Chief and Associate Division Chief.
Support Division events and meetings.
Respond to and troubleshoot faculty inquiries.
Update and maintain Division communication platforms.
Act on behalf of the supervisor, department manager, or chair in regards to establishing priorities and identifying and resolving problems that are administrative in nature.
Oversee and/or perform duties associated with scheduling, organizing, and operating complex conferences, seminars, and events.
Compose and draft documents and correspondence for presentations, course handouts, grants, conferences, seminars, and reports.
Create, maintain, modify, and/or ensure accuracy of content in various unit documents, displays, reports, brochures, social media, and/or websites.
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.
Oversee and/or process a variety of complex financial transactions; produce, monitor, and reconcile budget statements; research, identify, and resolve discrepancies.
Coordinate and monitor routine maintenance services completion.
Plan and coordinate office moves and/or minor renovation projects.
Requirements
Hybrid schedule (3 days on-site and 2 days remote per week).
3-4 years of prior experience as an administrative assistant including scheduling and event coordination.
Traits: Independent, accurate, organized.
College degree preferred.
Desired Qualifications
Exceptional organizational skills and attention to detail and accuracy.
Demonstrated ability to prioritize own work, multitask, and respect deadlines.
Excellent written, oral, and interpersonal communication skills.
Personal effectiveness and credibility.
Bachelor’s Degree.
Education & Experience (Required)
High school diploma and four years of administrative experience, or combination of education and relevant experience.
Knowledge, Skills, And Abilities (Required)
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 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.
