Administrative Assistant II

Description:

Plans, coordinates, and participates in the performance of varied and responsible work in the administration, project administration and operation of specialized programs or projects. Provides varied and complex project administrative support and technical assistance to managerial staff (with a focus on assigned projects, programs and operations). These activities include budget preparation, reconciling and monitoring; report preparation and conducting preliminary analyses and liaison with other project coordinators for the purpose of coordination and facilitating the smooth operation of projects.


Equal Opportunity Employer Stanford Health Care (SHC) strongly values diversity and is committed to equal opportunity and non-discrimination in all of its policies and practices, including the area of employment. Accordingly, SHC does not discriminate against any person on the basis of race, color, sex, sexual orientation or gender identity and/or expression, religion, age, national or ethnic origin, political beliefs, marital status, medical condition, genetic information, veteran status, or disability, or the perception of any of the above. People of all genders, members of all racial and ethnic groups, people with disabilities, and veterans are encouraged to apply. Qualified applicants with criminal convictions will be considered after an individualized assessment of the conviction and the job requirements.

Qualifications:

The essential functions 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.
1. Plans, coordinates, and participates in the implementation of activities including, but not limited to seminars, conferences, workshops, short courses, clubs, shows, public events and other related programs. Develops and coordinates new ideas and concepts for program themes. Coordinate all program logistics, materials and resources.
2. Provides administrative assistance to management staff within assigned areas to support the accomplishment of program objectives.
3. May provide work-lead direction and/or train others.
4. Plans, coordinates, and administers activities of assigned programs to include developing, implementing, and supervising related procedures, processes, services and systems. Train employees in proper methods and procedures and ensure correctness of work.
5. Advises supervisor/manager as to the status of current activities and additional or expanded program requirements. Makes recommendations for solutions to problems identified.
6. Monitors and evaluates program effectiveness, investigate trends, and recommend and implement modifications to supervisor/manager to improve program effectiveness.
7. Coordinates and/or participates in public relations activities to include preparing and supervising the production of brochures, bulletins, newsletters and other promotional materials and/or publications, preparing press releases, designing ads and fliers, and responding to inquiries. Develops plans and schedules for release of publicity materials.
8. Maintains liaison with other programs, offices, and departments at SHC to coordinate program business and to accomplish program objectives. Interfaces with external organizations as appropriate to ensure cooperative efforts are enhanced and available resources are utilized.
9. Assists in the preparation of budgets. Monitors, verifies, and reconciles expenditure of budgeted funds as appropriate.
10. Prepares reports and conducts preliminary analyses setting forth progress and adverse trends. Provides input into appropriate program recommendations or conclusions.
11. Performs other related and incidental duties as assigned or needed.

Functions may vary based on defined specialties:


Employees must perform all duties and responsibilities in accordance with the C-I-CARE Standards of the Hospital. C-I-CARE is the foundation of Stanford's patient-experience and represents a framework for patient-centered interactions.

C-I-CARE

Executes world class practices of service and patient care in support of C-I-CARE standards. Uses C-I-CARE templates and the following components for all communication with patients and staff:


Qualifications

Education:

Minimum: A high school diploma OR GED equivalent.

Experience:
Minimum: Four (4) years of increasingly responsible administrative support experience (with a focus on supporting projects, budget preparation, monitoring and reconciliation and report preparation).

Knowledge, Skills and Abilities

These are the observable and measurable attributes and skills required to perform successfully the essential functions of the job and are generally demonstrated through qualifying experience, education, or licensure/certification.

· Knowledge of general practices, program, and/or administrative specialty.

· Knowledge of and proficiency in the use of Microsoft Office Suite applications and standard office equipment.

· Knowledge of English grammar, spelling, and punctuation.

· Familiarity and understanding of project management principles and practices.

· Ability to take initiative and independently plan, organize, coordinate, and perform work in various situations where numerous and diverse demands are involved.

· Ability to learn, interpret, and apply a wide variety of policies and procedures relating to and impacting the applicable program, organizational unit, and/or administrative specialty.

· Ability to organize and plan work and projects including handling multiple priorities.

· Ability to make independent decisions and exercise sound judgment.

· Ability to compile, write, and present reports related to program or administrative specialty.

· Ability to communicate effectively, using C-I-CARE, both orally and in writing.

· Ability to establish and maintain effective working relationships within and outside the work group and serve as a liaison for the organizational unit.



Physical Requirements/Working Conditions



PHYSICAL REQUIREMENTS/WORKING CONDITIONS

· Work is performed in a typical office environment with standard equipment and tasks. There may be some walking, standing, bending and carrying of light items such as papers and books. No special physical demands are required to perform the work.

· Some local travel may be required.