Undergraduate Pathway Programs Administrative Associate

Jobs for Humanity is partnering with Stanford University to build an inclusive and just employment ecosystem. Therefore, we prioritize individuals coming from the following communities: Refugee, Neurodivergent, Single Parent, Blind or Low Vision, Deaf or Hard of Hearing, Black, Hispanic, Asian, Military Veterans, the Elderly, the LGBTQ, and Justice Impacted individuals. This position is open to candidates who reside in and have the legal right to work in the country where the job is located.

Company Name: Stanford University

Educational Programs and Services (EPS) is home to departments and programs that are central to the educational mission of the Stanford University School of Medicine. We serve all populations of students and trainees who participate in the School's programs: Stanford MD, MS, MSPA, and PhD students; visiting MD students seeking clinical clerkships; postdoctoral scholars and medical fellows; and medical practitioners seeking further professional enrichment. Our goal is to provide a Stanford School of Medicine experience worthy of our students' and trainees' talents, aspirations, and dedication.

Department Information

Stanford Medicine Office of Diversity in Medical Education (ODME) is committed to cultivating and sustaining an environment that fosters the development of diverse physician leaders who are committed to eliminating the nation’s health inequities through patient care, education, research, and advocacy.

Job Purpose

ODME is seeking an Administrative Associate 2 (AA2) as an important member of the ODME Undergraduate Medical Education (UME) Pathway Programs team who contributes to efforts that increase diversity in the health professions by supporting programs, events, and activities that foster learning and development to address health inequities. Reporting to the Assistant Director of Outreach, Recruitment, and Engagement, the AA2 will provide administrative and operational support to ODME UME Pathway Programs.

This position will be based on the Stanford campus and will be considered for an option of telecommuting from the Bay Area (hybrid of working 2-3 days on-site during the academic year and onsite during summer programming), subject to operational need.

Core Duties

This position supports pathway programs in the Office of Diversity in Medical Education (ODME-UME Pathways) and distributes social media promotional content generated by members of the ODME team. The AA2 independently generates a quarterly newsletter and annual report from content provided by the ODME Undergraduate Medical Education (UME) team. Reporting to the Assistant Director of Outreach, Recruitment, and Engagement, the AA2 performs a range of duties in a fast-paced environment, including:

• Interacting virtually and in-person with faculty, administrators, community health partners, and other guests and visitors who participate in ODME summer and premedical pathway programs.
• Coordinates and staffs ODME UME Pathway program events, programs, and activities in collaboration with professional and student staff.
• Supporting operational and administrative tasks required for the successful development, administration, evaluation, and assessment of ODME UME pathway programs.
• Independently creating a quarterly ODME UME newsletter and annual report from content provided by the ODME UME team.
• Collates and organizes web-based and social media content describing premedical pathway programming.
• Assists in developing, editing, updating, and maintaining web content for ODME Pathway Programs.
• Assists in contingent staff hiring including human resources document generation and verification.
• Collects confidential documents to process Payroll, stipends, honoraria, fellowships, supply orders, and travel related to ODME pathway programs for paid staff and program participants.
• Uses a variety of platforms to respond to inquiries from internal and external community members (Slack, email, Asana, Messenger, Qualtrics, SlideRoom, acuity scheduling, Google, and other platforms).
• Establishes protocols for administrative support and processes.
• Provides administrative support leading up to, during, and concluding pathway programs.
• Provides in-person support for events and programming.
• Assists with event preparation including room setup, ordering and setting up catering.
• Operates and manages AV equipment as needed, re-setting and properly closing rooms following events.
• Orders, prepares; collates and distributes program supplies.
• Other duties as 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.

Desired Qualifications

• Experience providing administrative support for student-centered programs.
• Ability to work independently, with feedback from multiple sources.
• Strong communication skills across different constituencies in an organization.
• Ability to learn, apply, and uphold program and institutional guidelines and policies.
• Experience using Google suite, including Sites, Calendar, Groups, and Drive, and the Microsoft 365 suite.
• Moderate to advanced computer skills and demonstrated experience with office and course software, and email applications (Google suite, Office 365 suite, Adobe Experience manager, Qualtrics, Canvas and financial systems).
• Demonstrated project coordination or project management experience.
• Ability to troubleshoot, exercise sound judgment in decision-making, and creatively problem-solve in an educational administrative environment.
• Skilled at time management, professional conduct and producing results.
• Ability to work independently and collaboratively to complete tasks.
• Demonstrated professionalism and commitment to excellence in a fast-paced environment.

Physical Requirements

• Constantly perform desk-based computer tasks.
• Frequently sitting.
• 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.

Working Conditions

AA will be asked to work in the office 2 to 3 days a week. On-site work may increase during the Spring and Summer months as summer programming commences and depending on need.

Work Standards

• Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clients and with external organizations.
• Promote Culture of Safety: Demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned.
• Subject to and expected to comply with all applicable University policies and procedures, including but not limited to the personnel policies and other policies found in the University's Administrative Guide, http://adminguide.stanford.edu.

The expected pay range for this position is $56,000 to $74,000 per annum.

Stanford University provides pay ranges representing it