Administrative Assistant I - Office of Board Affairs and Administration (1.0 FTE, Days)

Category: Administrative Support
Job Type: Full-Time
Shift: Days
Location:  Palo Alto CA 94305
Req: 16087
FTE: 1

Administrative Support

1.0 FTE, 8 Hour Day Shift

At Stanford Children’s Health, we know world-renowned care begins with world-class caring. That's why we combine advanced technologies and breakthrough discoveries with family-centered care. It's why we provide our caregivers with continuing education and state-of-the-art facilities, like the newly remodeled Lucile Packard Children's Hospital Stanford. And it's why we need caring, committed people on our team - like you. Join us on our mission to heal humanity, one child and family at a time.

The Administrative Assistnat position provides administrative and project support for the Office of Board Affairs and general office support for the C-Suite of Lucile Packard Children’s Hospital.   The position has direct contact and interaction with the Board of Directors and senior management, and patient families and guests.  This position reports to the Secretary of the Board and to the Office Manager.

The Administrative Assistant provides support to the Office of Board Affairs to ensure efficient and effective operations.  Primary duties include board meeting and event planning with responsibility for anticipating and implementing logistical plans for events including securing meeting space, ordering catering, scheduling meetings and confirming attendance. The role requires assisting with the preparation of meeting materials, drafting correspondence, attending Board meetings and events, and may require transcribing meeting minutes. 

Additional project support includes assisting with the organization and maintenance of corporate records in accordance with bylaws and regulatory requirements, preparing regulatory documents for filing with State and Federal agencies; routine acquisition and updating of board member records including biographies, regulatory information and membership rosters; obtaining contracts and paying vendors. 

Job Summary

This paragraph summarizes the general nature, level and purpose of the job.

The Administrative Assistant I provides administrative support and executive assistance for the department. Works on moderately difficult assignments requiring judgment in resolving issues or in making recommendations. Normally receives little instruction on daily work and general instructions on mew assignments. Responsibilities will include, but are not limited to: maintaining departmental paperwork, typing various communications (e.g., memos, forms, letters, etc), maintain office supplies, manage reports, and maintain calendars and schedules.

Essential Functions

The essential functions listed are typical examples of work performed by positions in this job classification. They are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks, and responsibilities. Employees may also perform other duties as assigned. 

Employees must abide by all Joint Commission Requirements including but not limited to sensitivity to cultural diversity, patient care, patient rights and ethical treatment, safety and security of physical environments, emergency management, teamwork, respect for others, participation in ongoing education and training, communication and adherence to safety and quality programs, sustaining compliance with National Patient Safety Goals, and licensure and health screenings. 

Must perform all duties and responsibilities in accordance with the Service Standards of the Hospital(s).

• Maintain departmental paperwork, calendars, and schedules.

• Composes correspondence (e.g., letters, memos, reports, forms, etc).

• Perform various clerical and support duties as needed (e.g., filing, photocopying, typing, assigned errands, etc).

• Maintains office supply levels and completes supply orders as needed.

• Carry out ad hoc project with little direction.

• Actively participates in departmental meetings to achieve desired hospital and department mission, values, and goals.

• Screens incoming calls for departmental staff. Relays information to appropriate individuals in a timely manner.

Minimum Qualifications

Any combination of education and experience that would likely provide the required knowledge, skills and abilities as well as possession of any required licenses or certifications is qualifying.

Education: High School Diploma or GED equivalent. College level work preferred.

Experience: 1 year of directly related work experience.

License/Certification: None

Knowledge, Skills, and Abilities

These are the observable and measurable attributes and skills required to perform successfully the essential functions of the job and are generally demonstrated through qualifying experience, education, or licensure/certification.

• Skills: Organizational and general office tasks.

• Skill: Attention to detail and accuracy.

• Knowledge of general office procedures, equipment and filing systems.

• Basic knowledge of computer skills: MS Office (Word, Excel, Access, PowerPoint, and Outlook).

• Ability to change priorities regularly.

• Ability to speak, read, write, and understand English effectively at a level appropriate for the safe and effective performance of the job.

• Ability to function effectively as a team player.

• Ability to communicate effectively to achieve and maintain positive working relationships with coworkers.

• Ability to multi-task.

• Skills: Customer service.

• Ability to communicate effectively, both orally and in writing.

• Ability to quickly learn department policies, procedures, goals, and services.

• Ability to field phone calls and answer questions.


Physical Requirements and Working Conditions

The Physical Requirements and Working Conditions in which the job is typically performed are available from the Occupational Health Department. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions of the job.

Equal Opportunity Employer

Lucile Packard Children’s Hospital Stanford 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, LPCH does not discriminate against any person on the basis of race, color, sex, sexual orientation or gender identity, 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, and where applicable, in compliance with the San Francisco Fair Chance Ordinance.
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