Administrative Associate 2 (6 Month Fixed Term)

Location
Stanford
Posted
Oct 04, 2017
Institution Type
Four-Year Institution


Stanford University

Administrative Associate 2 (6 Month Fixed Term)

Job Number:
76552

Fixed-term 6-month position

The Stanford Cancer Institute (SCI) is one of only 47 National Cancer Institute-Designated Comprehensive Cancer Centers in the country, and builds synergies and collaborations across Stanford Medicine. The SCI is a prominent, dynamic, and complex Institute in the Stanford School of Medicine. In the SCI you will be working with an unparalleled leading-edge community of faculty and staff who are fundamentally changing the world of health care in the cancer arena.
We are seeking an Administrative Associate who will work under general supervision for the Stanford Cancer Institute, to provide a full range of high-level administrative support to our Population Sciences Program, two Cancer Institute Faculty, and to the Cancer Institute Administration. You will be supporting these areas by managing complex calendars, and scheduling meetings for various working groups. Specific responsibilities include, but are not limited to: working with faculty investigators, to preparing grant proposals for submission, engaging in multiple means of correspondence with collaborating investigators, preparing documents and presentations, making travel arrangements, maintaining confidential records, scanning confidential documents, providing meeting summaries, and processing miscellaneous payments and invoices through Stanford's Oracle Financial System. This position requires you to be highly organized, extremely detail oriented, and be able to multi-task. In addition, you will be expected to demonstrate strong business judgment, professional etiquette, and problem-solving skills. If you have a “can-do” attitude, a pleasant demeanor, and love to interact with a diverse group of people, and have the required job qualifications, then we would encourage you to apply for this position.

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.
  • Perform duties associated with scheduling, organizing, and operating conferences, seminars, and events, including recommending vendors for services, overseeing the production and distribution of materials, coordinating logistics, and serving as liaison with internal and external vendors.
  • Draft and/or generate routine communications; coordinate production (formatting, copying, etc.) and dissemination of documents, such as presentations, course handouts, grant proposals, conference and seminar materials, complex reports, brochures, and displays.
  • 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.
  • May serve as the point of contact for general maintenance, health and safety, and other facility concerns within the unit(s); report any incidents or potential safety problems to appropriate representatives. Track completion of required training.
  • Maintain approved content on websites.
  • May perform human resources transactional support, e.g. time cards, I9s, and/or faculty affairs support.
  • May guide and train student and/or contingent workers including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, and reviewing work for quality and timeliness.
* - Other duties may also be assigned. DESIRED QUALIFICATIONS:
  • Knowledge of the grant submission process (pre-application management)
  • Experience with managing complex calendars, processing transactions on SU Oracle Financial System, web authoring, SU IRB guidelines, and Stanford Administrative Systems.
  • Detail Oriented and Extremely Organized
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.
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.
WORK STANDARDS (from JDL):

  • 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.


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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