Administrative Associate 3

Company: Stanford Medicine
Location: Santa Cruz
Posted on: January 9, 2022

Job Description:

The Department of Neurobiology at Stanford University School of Medicine is seeking a highly qualified, enthusiastic, and motivated Administrative Associate to support central administration and up to 4 faculty members, including 1 HHMI (Howard Hughes Medical Institute) investigator. The individual will provide a myriad of administrative project management and operational duties, with limited supervision. This administrator will also assist faculty with research grant proposals and reports. This is an excellent opportunity for a strong administrative associate who is seeking more than a general administrative role, and who would like to develop expertise supporting department and lab operations.

Duties include:

• Act on behalf of the supervisor, department manager, or chair in regards to establishing priorities and identifying and resolving problems that are administrative in nature.
• 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.
• 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.
• Create complex reports and spreadsheets which may utilize specialized software and systems.
• Oversee and/or process a variety of complex financial transactions; produce, monitor, and reconcile budget statements; research, identify, and resolve discrepancies. 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.
• 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.
• Adhoc projects and participate in LEAN initiatives. Active participation in weekly Huddle meetings.
• Serve as custodian and verifier for purchasing and travel cards. Advise department card users on allowable and appropriate use of PCards and TCards.
• Perform other general office duties, including but not limited to, ordering and maintaining office and kitchen supplies, handling incoming and outgoing mail, making copies.
  * - Other duties may also be assigned
  
  Stanford University, located between San Francisco and San Jose in the heart of California's Silicon Valley, is one of the world's leading teaching and research universities. Since its opening in 1891, Stanford has been dedicated to finding solutions to big challenges and to preparing students for leadership in a complex world.
  
  Supporting that mission is a staff of more than 10,000, which is rooted in a culture of excellence and values innovation, collaboration, and life-long learning. To foster the talents and aspirations of our staff, Stanford offers career development programs, competitive pay that reflects market trends and benefits that increase financial stability and promote healthy, fulfilling lives. An award- winning employer, Stanford offers an exceptional setting for professionals looking to advance their careers.
  
  DESIRED QUALIFICATIONS:
  
  • Computer-literate with a PC computer. Experience with Microsoft/Windows operating systems, familiarity with Microsoft Word, Microsoft Excel, Adobe Acrobat, and experienced in the use of either Internet Explorer or Mozilla Firefox browser. Working knowledge of email client software such as Microsoft Outlook. And familiarity with Stanford Campus Systems (IProcurement, PCard, SU Expense Requests) a plus.
  • Ability to work with strict deadlines
  • Ability to work independently and prioritize activities after receiving general guidance
  • Accuracy in grammar and spelling very important.
  • Experience maintaining websites desirable
  • Knowledge of scheduling systems especially in an Academic setting highly desirable
    
    EDUCATION & EXPERIENCE (REQUIRED):
    
    • High school diploma and four years of administrative experience, or combination of education and relevant experience.
      
      KNOWLEDGE, SKILLS AND ABILITIES (REQUIRED):
      
      • Advanced computer skills and demonstrated experience with office software and email applications.
      • Demonstrated success in following through and completing projects.
      • Excellent organizational skills and attention to detail.
      • Strong verbal and written communication skills.
      • Excellent customer service and interpersonal skills.
      • Ability to prioritize, multi-task, and assign work to others.
      • Ability to take initiative and ownership of projects.
      • Ability to routinely and independently exercise sound judgment in making decisions
        
        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
            
            As an organization that receives federal funding, Stanford University has a COVID-19 vaccination requirement that will apply to all university employees, including those working remotely in the United States and applicable subcontractors. To learn more about COVID policies and guidelines for Stanford University Staff, please visit https://cardinalatwork.stanford.edu/working-stanford/covid-19/interim-policies/covid-19-surveillance-testing-policy
            
            Additional Information
            
            • Schedule: Full-time
            • Job Code: 4103
            • Employee Status: Regular
            • Pay Grade: F
            • Requisition ID: 92496 As an organization that receives federal funding, Stanford University has a COVID-19 vaccination requirement that will apply to all university employees, including those working remotely in the United States and applicable subcontractors. To learn more about COVID policies and guidelines for Stanford University Staff, please visit https://cardinalatwork.stanford.edu/working-stanford/covid-19/interim-policies/covid-19-surveillance-testing-policy

Keywords: Stanford Medicine, Santa Cruz , Administrative Associate 3, Administration, Clerical , Santa Cruz, California