Administrative Associate 3



Stanford University

Administrative Associate 3

Job Number:
75361

Note: Not all unique aspects of the job are covered by this job description

JOB PURPOSE:

Department of Biology is seeking a 100% Administrative Associate to provide administrative support to two faculty and their lab members with limited supervision. He/she may be responsible for training and/or leading other administrative staff or subordinates. This hire will be responsible for the preparation of complex grant proposals and fellowship applications, including budget preparation and referencing, communications and timely processing of all documents with various funding agencies and University offices.

The administrative associate will also play a key role in supporting faculty with preparation of annual progress reports for sponsor. He/She should demonstrate the ability to respond consistently to both written and oral requests appropriate for internal and external University contacts as well as advise faculty and students regarding travel requirements and policies. It will be necessary to make complex and detailed travel arrangements for professors and lab members, as well as for campus visitors and speakers. This individual should be able to effectively communicate with people at all levels including employees, faculty, students and external stakeholders. This hire will also distribute executive messages, prepare presentations and internal memos. It is key for this individual to have good command of language and spelling.

We are seeking an organized, detail-oriented administrative associate who enjoys multi-tasking and has the ability to problem solve and work proactively to complete tasks and faculty projects.

CORE DUTIES*:

  • Act on behalf of the supervisor, faculty, 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. Review and verify monthly financial records of lab purchases and expenditures.

  • 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, training, assigning, and prioritizing workloads, setting appropriate deadlines, reviewing work for quality and timeliness, and providing performance review input.

    * - Other duties may also be assigned

    MINIMUM REQUIREMENTS:

    Education & Experience:

    High school diploma and four years of administrative experience, or combination of education and relevant experience.

    Knowledge, Skills and Abilities:

  • Advanced computer skills and demonstrated experience with office software and email applications.

  • Demonstrated success in following through and completing large and often complex 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.

  • Ability to read, analyze and summarize sponsor instructions for proposals and progress reports preferred.

    Certifications and Licenses:

    None

    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.


    WORKING CONDITIONS:

    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.

    Stanford is an equal opportunity employer and all qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.



    Job: Administration

    Location: School of Humanities and Sciences
    Schedule: Full-time
    Classification Level:

    To be considered for this position please visit our web site and apply on line at the following link: stanfordcareers.stanford.edu

    Stanford is an equal opportunity employer and all qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.




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