Administrative Associate 3

Stanford Medicine
Published
May 10, 2022
Location
Tiburon, CA
Category
Job Type

Description

Stanford University is seeking an Administrative Associate 3 to provide administrative or operational support with limited supervision. May be responsible for leading other administrative staff or subordinates.

The incumbent will serve as the Administrative Associate (AA) at the Stanford Genome Technology Center (SGTC). SGTC is one of the largest SoM basic science research labs with 80 staff scientists, grad students, postdocs, visiting scholars and students. The AA will work closely with the Director and Administrative Manager of the center and help ensure that all aspects of the Center's administrative structure is maintained appropriately. The AA will also manage the Director's calendar, prepare materials for grant proposals and fellowships, manage correspondence, coordinate meetings, plan travel, and manage strain and data requests.

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.

    * - Other duties may also be assigned.

    DESIRED QUALIFICATIONS:

    Bachelor's degree and 2+ years of experience in an academic medical center or lab environment.

    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.

          Additional Information

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