The Department of Surgery is seeking an Administrative Associate (AA) to provide general administrative support in and for the Goodman Surgical Education Center (GSEC). The AA will assist the Operations Manager with day-to-day operations of the GSEC which includes but is not limited to:
Taking meeting notes maintaining meeting action item list, sending out meeting notes and action items to members of the meeting.
Order office supplies for Goodman Surgical Education Center.
Organize catering for all events at the Goodman Surgical Education Center, Li Ka Shing Center, ILC.
Maintaining equipment inventory and monitor supply usage (both within the GSEC and Grant storage room).
Act as resource for mailing procedures (Federal Express, UPS, etc.)
Maintain and administrate Goodman Badge Access. Consult with Operations Manager prior to granting badge access.
Prepare, process, and follow-up on University requisitions and request using Oracle iProcurement, and IOU for the Goodman Surgical Education Center. Input expenses into SmartSheets Database.
Maintain Smartsheets database which includes our Yearly Curriculum Schedule.
Provide backup to Operations Manager as needed.
Assist with submission of projects to the IRB, data collection, and organization of weekly research meetings.
Assist with data collection, organization, and submission of research projects to the IRB for the Goodman Director, Curriculum Director, Research Director and Education Fellows.
Send weely curriculum reminders to Faculty and their A.As to confirm their teaching day.
Send weekly General Surgery Course reminders to faculty, admins & residents every Friday.
Each new academic year, the GSEC AA must send out invitations to Faculty to teach Core Course and Surgical Skills. Must keep track of invititations in Smartsheets.
Work with the Operations Manager to ensure specific residents/PGY levels are aware of upcoming courses and that they have completed pre-reqs to take the course.
Work with GS residency to keep track of Resident Certificates in Excel Database.
Setting-up and cleaning-up equipment necessary for surgical skills curriculum modules.
Taking attendance and maintain database of learner attendance.
Input learner feedback into Qualtrix Survey Database.
Preparing, setting-up and cleaning-up equipment necessary for surgical skills curriculum modules.
Preparing, setting-up and cleaning up equipment necessary for Medical Student Trauma Simulations.
Maintain & replenish needed supplies on the interCEPT cart.
Support team during once a month interCEPT simulation Scenarios.
Attend weekly interCEPT meetings.
Keep track of interCEPT purchases in smartsheets.
FES & FLS Proctor
Must complete proctor training to be a certified Sages proctor.
Proctor written and hands on exams for Surgery Residents.
Faculty Development Seminar and Events
Arranging conference room areas for meetings and scheduled events.
Provide on-site support for meetings and events as necessary.
* - Other duties may also be assigned
EDUCATION & EXPERIENCE (REQUIRED):
High school diploma and three years of administrative experience, or combination of education and relevant experience.
KNOWLEDGE, SKILLS AND ABILITIES (REQUIRED):
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.
Exceptional interpersonal skills for dealing with a multitude of groups/individuals both within and outside SHC and SoM.
Experience working in an Academic/medical environment desired, preferably at Stanford.
Constantly perform desk-based computer tasks.
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.
Must be willing to work a flexible schedule for courses or events that occur late in the day, early in the morning or weekends.
Located between San Francisco and San Jose in the heart of Silicon Valley, Stanford University is recognized as one of the world's leading research and teaching institutions. Leland and Jane Stanford founded the University to "promote the public welfare by exercising an influence on behalf of humanity and civilization." Stanford opened its doors in 1891, and more than a century later, it remains d...edicated to finding solutions to the great challenges of the day and to preparing students for leadership in a complex world. The University's thriving diverse community is comprised of nearly 7000 undergraduate students, 9000 graduate students, 2000 faculty members, 1900 postdoctoral scholars, and over 11,000 academic and administrative staff in seven schools including several interdisciplinary research centers and institutes. The campus spreads over 8000 contiguous acres and nearly all undergraduates live on campus. Stanford offers bachelor's and master's degrees in addition to doctoral degrees (PhD, MD, DMA and JD) plus a number of professional and continuing education programs and certifications. More at http://facts.stanford.edu and http://www.stanford.edu.
Stanford University is an equal opportunity employer and is committed to increasing the diversity of its faculty. It welcomes nominations of and applications from women, members of minority groups, protected veterans and individuals with disabilities, as well as from others who would bring additional dimensions to the university’s research, teaching and clinical missions.