Administrative Associate

The Stanford Cardiovascular Institute, established in 2004, represents engineers, surgeons, physicians, scientists, and fellows and students. The SCVI seeks to promote collaboration and intellectual exchange among a diverse group of students, faculty, and scientists. 

SCVI focuses its resources to:

• Ignite new research and clinical applications by awarding seed grants
• Establish educational and training programs in the field of cardiovascular medicine and research
• Foster an environment that supports diversity, equity, and inclusion
• Support activities outside the bench and clinic that facilitates exchange of ideas through seminar series and invited guests open to all members

The Institute provides organizational structure to concentrate and coordinate the activities of scientists, engineers, educators, and physicians committed to improving the cardiovascular health of patients and educating and training the next generation of leaders in the field of cardiovascular medicine.  

Stanford Cardiovascular Institute is seeking an Administrative Associate 3 to provide administrative or operational support with limited supervision, as outlined below. May be responsible for leading other administrative staff or subordinates.

Duties include: 

• Oversee and/or perform duties associated with scheduling, organizing, and operating complex conferences, seminars, and events, including arranging with vendors for services, overseeing the production and distribution of materials, administering logistics, and managing event within budget.
• Manage administration of SCVI courses and trainee events. Perform updates to course platform (Canvas) and website.
• Create, maintain, and/or modify content for social media, websites, marketing posters/brochures, and advertisement emails for SCVI events, seminars, conferences, including post-event video.
• Compose and draft documents and correspondence for presentations, course handouts, grants, conferences, seminars, and reports; perform substantial editing and fact checking. Create, maintain, modify, and/or ensure accuracy of content in various unit documents, displays, reports, brochures, social media, and/or websites.
• Plan and schedule calendar(s) with limited consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies. 
• Maintain, update, and monitor Institute email listservs, membership databases, and perform and perform and maintain tracking of Institute member activities, e.g., grants, publications, career outcomes.
• Oversee and/or process a variety of complex financial transactions for various SCVI events, programs, and faculty as needed. 
• Property management to verify purchasing, receipt, and tracking of capital equipment. May assist with capital or special equipment requests and/or vendor selection.
• Coordinate and monitor routine maintenance services completion.  Plan and coordinate office moves and/or minor renovation projects. Monitor and update space use in collaboration with PIs.
• May lead staff or supervise day-to-day work of student and/or temporary workers, including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, reviewing work for quality and timeliness, and providing performance review input.

* - Other duties may also be assigned