Office and Finance Assistant

Work location: Hybrid (on and off-site)

The Department of Pediatrics, Division of Gastroenterology, Hepatology, and Nutrition (Pediatric GI) at the Stanford University School of Medicine, is seeking a highly organized, motivated, and professional Office and Finance Assistant (Administrative Associate 2) to provide general administrative support to the Division.

The incumbent will provide administrative support to a cohort of faculty members, in addition to serving as the Division’s primary office and finance assistant. The administrative support to the faculty may include, but not limited to, managing the faculty’s calendar, coordinating meetings and events, processing financial transactions, arranging travel and itineraries, formatting/editing documents, etc.

As the Division’s primary office assistant, this position will be the primary contact for facility and hospitality requests within the Pediatric GI offices. He/she will play a key role in facilitating smooth daily operations by coordinating the procurement and maintenance of office supplies, managing mail distribution, orchestrating storage spaces, and coordinating facility services and equipment.

In addition, this position will work closely with our Finance Managers in handling financial transactions. These tasks include, but not limited to, preparation of Purchase Orders (PO), processing contract invoice payments, establishing new accounts (PTAs), and liaising with vendors. The incumbent should possess excellent problem-solving abilities to deal with financial transaction issues, maintain confidentiality, and be adaptable at applying basic administrative skills and existing policies to varying tasks.

The Pediatric GI Division has approximately 35 pediatric gastroenterologists with nationally recognized expertise through their research, teaching, and clinical programs. We have a mission of healing children with digestive disease through innovation. Our Pediatric GI Specialty provides comprehensive GI care to children throughout our region. We lead global destination programs that deliver highly specialized care and train the next generation of pediatric gastroenterologists and inspire hope through innovation.  Our high quality, collaborative care is driven by cutting-edge research and active partnerships between doctors, nurses, and staff throughout the Stanford Children’s Health network, scientists at Stanford University, and patient families.

The Division is rapidly expanding with long-tenured faculty, staff, and leadership. The Office and Finance Assistant will have a great deal of exposure to clinical and research areas and will be communicating with a broad range of individuals at the Executive level, internally and externally. Within the Division, there is a strong operations team of 12 people. We are a supportive group that prioritizes well-being, with many team events and opportunities for professional development and personal growth. We value balancing home and work life. We foster an environment that leads to fulfilling and rewarding careers at Stanford University for all staff.

The Office and Finance Assistant will also be part of the Department of Pediatrics, the second largest Department in the School. The Department of Pediatrics is a dynamic, stimulating place to work and because we are focused on growth and improved excellence, our staff have particularly challenging and rewarding roles. The Department hosts many events and training opportunities, and is a place where staff are nurtured.

Duties include:

·       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, complex 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.

·       May maintain approved content on websites.

• - Other duties may also be assigned

foster a culture where diversity, equity, inclusion, and justice are central to all aspects of our work. The Department collectively and publicly commits to continuously promoting anti-racism and equity through its policies, programs, and practices at all levels.

Stanford University provides pay ranges representing its good faith estimate of what the University reasonably expects to pay for a position. The pay offered to a selected candidate will be determined based on factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, geographic location, and external market pay for comparable jobs. The pay range for this position working in the California Bay area is $31.79 to $37.96 hourly.