Administrative Associate 2 (Hybrid Opportunity)

Perform a variety of administrative duties which may include reception duties, creating and editing communications, documents, reports and spreadsheets, scheduling and/or coordinating meetings, making travel arrangements, managing or maintaining office operations, performing employment and financial transactions.

The Division of Primary Care and Population Health seeks to serve our community through caring, learning, and innovation for the whole person through all stages of life. While engaged in practice and teaching, our faculty are dedicated to establishing new knowledge as the basis for future practice and prevention, and to the greatest extent possible applying that knowledge to improve care for all and reduce health disparities.

Our growing division is looking for a highly organized and motivated self-starter who is excited to contribute, learn, and grow with our team. The ideal candidate is a positive and collaborative team player who can adapt to different working styles and changing priorities. They will be comfortable working independently, taking initiative, coordinating events and logistics, and bringing a flexible, can-do, and solutions-oriented approach to their work.

This position will be in a hybrid environment, frequenting the office 2-3 days a week in Palo Alto, CA.

Responsibilities

• Core Duties: 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.
• Minimum Education and
• Experience
• High school diploma and three years of administrative experience, or combination of education and relevant experience.
• Knowledge, Skills and Abilities: Proficient computer skills and demonstrated experience with office software and email applications.
• Demonstrated success in following through and completing routine tasks.
• Strong organizational skills and attention to detail.
• Strong verbal and written communication skills.
• Excellent customer service and interpersonal skills.
• Ability to prioritize and multi-task.