Job Description

Job Title: Administrative Associate / Program Coordinator

Client: Stanford-1400389

Duration: 1 year contract (poss ext. also )

Location: Pleasanton, CA

Pay Rate: $35 to 40 hr./ w2

Must Have skill:

3-4 years of prior administrative assistant experience with event coordination.

Coordinate schedules

organize events

high school diploma required, college degree preferred

(medical field or corporate field)-Must have

Duties include:

• 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, including arranging with vendors for services, overseeing the production and distribution of materials, administering logistics, and managing event within budget.
• 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.
• 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. May assist with capital or special equipment requests and/or vendor selection.
• Coordinate and monitor routine maintenance services completion. Plan and coordinate office moves and/or minor renovation projects.

• Requirements:
• Top 3 requirements to hire? 1. 3-4+ years of prior experience as an administrative assistant including scheduling and event coordination, 2. traits: Independent, accurate, organized. 3. College degree preferred

DESIRED QUALIFICATIONS:

• Master's degree in education, healthcare administration, or a related field
• 3-5 years of experience in program coordination, preferably in an academic medical setting
• Proficiency in data management and analysis tools
• Familiarity with academic medicine and faculty development programs
• Strong project management skills
• 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

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

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