Administrative Assistant II at Stanford Blood Center HLA Lab

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This is a Stanford Blood Center job.

A Brief Overview
Provide administrative and project support to 3 Medical Directors, 1 Administrative Director, and a team of 50 technicians, technologists, and R&D associates in two locations. In addition, Directors are internationally recognized leaders in their field, and are involved in teaching and research, service on national policy boards, writing and reviewing scientific papers, presenting lectures, and meeting with physicians and hospital staff. The work environment is fast-paced and dynamic. This administrative role requires exceptional organization skills and the ability to work and communicate effectively with all levels of the organization and with external partners.

Locations
Stanford Blood Center

What you will do

• Manage multiple highly complex and dynamic calendars. Schedule and assist with preparation for internal and external meetings. Arrange frequent complex domestic and international travel, including visas. Schedule and make arrangements for domestic and international conferences, seminars and special events. Includes communication with participants, venues, vendors. Work with outside agencies to coordinate activities, as needed.
• Create and manage Directors’ correspondence, including with state licensing agency and federal accrediting agencies. Draft documents and correspondence for presentations, course handouts, grants, conferences, seminars, and reports; perform substantial fact checking to ensure accuracy of content. Edit for clarity, accuracy, and grammar. Maintain secure and confidential document files. Obtain signature(s) and submit as required. Maintain and update Director CVs and bio-sketches as necessary. Conduct searches of medical literature and technical information using PubMed, Google Scholar and other medical libraries, and import data. Organize and prepare documents requiring use of specialized software.
• Manage office supplies and all infrastructure support requirements (e.g. phones, computers, support service). Coordinate and ensure completion of support services. Establish relationships, engage effectively, and influence action with internal support groups, e.g. Accounting, Finance, IT, Facilities, etc., to resolve problems. Must understand how, and be able, to obtain support from Stanford Healthcare, Stanford University, and Stanford Blood Center as appropriate. Define and implement administrative procedures regarding SBC/SHC/SU guidelines for visiting scholars, visitors, and contractors.
• Prepare travel expense reports and payments to vendors, facilitate grant requests, and applying SBC/SHC/SU travel guidelines as appropriate.
• Special Projects/Metrics - Leads and coordinates small scale projects. Conduct problem analysis to identify trends and make recommendations for process improvement. Create complex reports and spreadsheets which may utilize specialized software and systems.
• Know, understand, and follow Stanford Blood Center/Stanford Health Care/Stanford University Policies and Procedures. Apply policies from each of the three entities appropriately.
• Complies with governmental regulations and Stanford Health Care and Blood Center policies regarding health and safety. Observes and supports good health and safety practices.
• Strictly observes privacy and security related policies, procedures and practices to preserve the integrity and confidentiality of medical and other sensitive information pertaining to donors, patients, research subjects, and staff. Acts as a responsible information steward and treats information as sensitive and confidential in accordance with federal and state laws and with professional ethics, accreditation standards and legal requirements. Does not disclose protected health information inappropriately.
• May be required to enter areas where other individuals work with human blood; potential may exist for unanticipated exposure to blood borne pathogens by splash or spill.

Education Qualifications

• Bachelor's Degree Required

Experience Qualifications

• 5+ years to 7 years relevant experience Required

Required Knowledge, Skills and Abilities

• Exceptional organizational skills with meticulous attention to detail and accuracy. Proven ability to handle multiple concurrent tasks with competing priorities, simultaneously, often under strict deadlines in a fast-paced environment.
• Possess very strong oral and written communication skills in English, including editing and proofreading as well as communication with people of diverse backgrounds and English language abilities.
• Work independently, show initiative and take ownership of all assignments to achieve positive results. Resourceful, quick-thinking and flexible problem solver.
• Must demonstrate a high level of professionalism, maturity and tact in handling communications, highly sensitive and/or confidential and/or private information. Must be able to work effectively with a very diverse staff.
• Demonstrated expertise with a variety of software applications including but not limited to Microsoft Word, Excel, PowerPoint, Concur, and EndNote as well as a high level of sophisticated Internet research capability.

Licenses and Certifications

• None

Physical Demands and Work Conditions

Physical Demands

• Constant Sitting.
• Frequent Walking.
• Frequent Standing.
• Frequent Bending.
• Frequent Squatting.
• Frequent Hand Use.
• Occasional Reaching (above shoulder level).

Lifting

• Occasional lifting of 0 - 10 lbs. 1 to 0 in height
• Occasional lifting of 11 - 20 lbs. 1 to 4 in height
• Occasional lifting of 21 - 30 lbs. 1 to 4 in height

Blood Borne Pathogens

• Category III - Tasks that involve NO exposure to blood, body fluids or tissues, and Category I tasks that are not a condition of employment

These principles apply to ALL employees:

SHC Commitment to Providing an Exceptional Patient & Family Experience

Stanford Health Care sets a high standard for delivering value and an exceptional experience for our patients and families. Candidates for employment and existing employees must adopt and execute C-I-CARE standards for all of patients, families and towards each other. C-I-CARE is the foundation of Stanford’s patient-experience and represents a framework for patient-centered interactions. Simply put, we do what it takes to enable and empower patients and families to focus on health, healing and recovery.

You will do this by executing against our three experience pillars, from the patient and family’s perspective:

• Know Me: Anticipate my needs and status to deliver effective care
• Show Me the Way: Guide and prompt my actions to arrive at better outcomes and better health
• Coordinate for Me: Own the complexity of my care through coordination

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.