Communications Associate

Job Code: 4102

Job Grade: E

The Office of Communication & Public Affairs (OCPA) in the School of Medicine, Stanford University, is a highly dynamic environment responsible for creative representation of the activities and research of Stanford Medicine (School of Medicine, Stanford Health Care and Stanford Children’s Health) to reach the goal of achieving and sustaining a positive image of a world-class institution in the minds of Stanford Medicine constituents and the community at large. OCPA serves as the primary information outlet for the school by working with all aspects of media as well as producing publications for our faculty, staff and students.

The School of Medicine at Stanford University is seeking a Communications Associate to join the team of professionals in the Office of Communication & Public Affairs to provide high-level administrative support to the Chief Communications Officer and general administrative support to the office. This is a full-time position with excellent benefits.

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.
Draft and/or generate routine communications; coordinate production (formatting, copying, etc.) and dissemination of documents, such as presentations, conference and seminar materials and complex reports.
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.
Create, edit and distribute Stanford Medicine in the News, a daily roundup of relevant news.

More specifically this person will:

Accommodate last-minute requests and meet deadlines in spite of frequent interruptions and changing priorities. Partner with and provide back-up coverage to other staff in the department.
Screen phone calls from members of the press, senior leaders of the University, Medical School, Stanford Health Care, Stanford Children’s Health, faculty, staff and the public, responding to or routing calls as appropriate.
Manage a complex and frequently changing calendar for the Chief Communications Officer.
Complete special projects and assignments for the Chief Communications Officer and/or Business Manager with minimal supervision.
Maintain and upload content (press releases, community newsletter, etc.) to various websites.
Maintain press, outside contacts and office email lists.
Write occasional short Scope blog pieces.
Identify visual content to accompany Scope blog posts and format images and videos for use on social media channels.
Prepare occasional content for the School of Medicine’s social channels, including Twitter, Facebook, LinkedIn, Instagram and YouTube.
Contribute to other office projects, which could include attending weekly meetings, helping prepare reports, cataloguing historical articles, assisting with school events, and other tasks as requested.

DESIRED QUALIFICATIONS:

Excellent spelling and editing skills and proficiency in composing, editing and proofreading correspondence.
Strong customer service/interpersonal skills and the ability to work well with people of varying levels of authority in multiple organizations.
Ability to quickly acquire operational knowledge of Stanford Medicine (including Medical School, Stanford Health Care and Stanford Children’s Health), school leaders and key personnel.
Knowledge of Apple MacBook.
Knowledge of Stanford University systems (Outlook 365 calendar, Oracle financials, Cisco phone system).

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.

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.

– Consistent with its obligations under the law, the University will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of his or her job.

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.