Administrative Associate

Job description

Administrative Associate

Stanford University

Job Number: 78597

Administrative Associate, Classification E, 100% FTE, Non-Exempt School of Engineering, Bioengineering The Department of Bioengineering has an opening for a dynamic Administrative Associate to help support faculty and the Department. The Administrative Associate will play a key role in guiding faculty through University policies and procedures. As both the School of Engineering and Medicine jointly manage the Bioengineering Department, a successful candidate must be able to understand and navigate the administrative processes in both schools. Bioengineering website: http://bioengineering.stanford.edu/ Position Summary A successful candidate should be highly organized; detail oriented, and able to multi-task with ease. He/she should also be able to grasp new concepts quickly and be open to learning when challenging tasks arise. The candidate must be able to work under deadline pressure and efficiently prioritize tasks with frequent interruptions. The candidate must also be able to provide exceptional customer service to not only the professors that he/she directly supports but also to the rest of our faculty, staff and students. The candidate should be able to work independently and in a team setting. In addition to having a “can-do” attitude, the candidate should have a positive and fun personality. Core Duties*

Support Faulty by responding 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 Qualifications Education & Experience: High school diploma and three years of administrative experience, or combination of education and relevant experience. College degree preferred. Knowledge, Skills and Abilities:

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.

• We are unable to provide Sponsorship for this opening.
• We are unable to provide Relocation for this opening.

Physical Requirements*

Frequently sit, perform desk-based computer tasks.

Occasionally stand, walk, twist, use fine manipulation, grasp, use a telephone, write by hand, sort and file paperwork, lift, carry, push, and pull objects that weigh up to 10 pounds.

* - 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.

About Stanford University 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 to promote healthy and fulfilling lives. An award-winning employer, Stanford offers an exceptional setting for professionals looking to advance their careers.

Applicants are required to upload a cover letter and resume to be considered for this opening.

Stanford is an equal employment opportunity and affirmative action employer and is committed to recruiting and hiring without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.

Thank you for your interest!

Job:

Location: School of Engineering, California, United States
Schedule:
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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