Administrative Associate 3



Stanford University

Administrative Associate 3

Job Number:
75703

The Baxter Laboratory for Stem Cell Biology at 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 senior administrator in this position will support a key faculty member (Dr. Garry Nolan) and will also support the Baxter Laboratory Associate DFA in managing Dr. Nolan's accounts and monitoring account balances. The lab is looking for someone with outstanding skills, professionalism, judgement and with an exceptional work ethic who will run the administrative functions of the Nolan laboratory, working closely with staff and trainees in the lab.

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:
  • Prior experience at Stanford in systems and policies, motivated, independent and reliable, but able to work with and lead a team in administrative projects in the Nolan and Fantl Laboratory.
  • Good team worker, coordinating with other Administrative staff in the Baxter Laboratory and with colleagues in other departments at Stanford and at other institutions on collaborative projects and grants.
  • BA degree and prior experience in an administrative position at Stanford.
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
CERTIFICATIONS & 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:
The senior administrator in this position will support two faculty (80% for Dr. Garry Nolan, 20% for Dr. Wendy Fantl) and will also support the Baxter Laboratory Associate DFA in managing Nolan/Fantl accounts and monitoring account balances. The lab is looking for someone with outstanding skills, professionalism, judgement and with an exceptional work ethic who will run the administrative functions of the Nolan and Fantl laboratory, working closely with staff and trainees in the lab.


Job: Administration

Location: School of Medicine
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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