Administrative Associate 3

Location
Stanford
Posted
May 08, 2018
Institution Type
Four-Year Institution


Administrative Associate 3

Stanford University

Job Number:
78722

Job Family: Administration
Job Code: 4103
Grade: F
Exemption: Non-Exempt
Schedule: Full-time

Administrative Associate 3 The Ginzton Laboratory houses the research operations of 20 Principal Investigators, 25 staff scientists, 200+ graduate students, 25 post docs, 25 support staff and numerous visitors. In addition, the Ginzton Lab also manages several affiliates programs & service centers. The Faculty Administrative Associate supports all administrative aspects of teaching and research. Scheduling, log and maintain publication files, patents, and correspondence. Update CVs, track expenses for contracts, make extensive travel arrangements, prepare reimbursements. Edit and proofread manuscripts, and submit to journals. Research information via web and libraries, compose, edit and process correspondence. Coordinate arrangements and hosting for visitors, conferences and meetings, as well as assist foreign students with immigration/visa forms and filings. JOB PURPOSE:

Provide administrative or operational support with limited supervision. May be responsible for leading other administrative staff or subordinates.
CORE DUTIES*:
  • Act on behalf of the supervisor, managing director, 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

    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 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 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.

  • 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.

    *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 the job.



    Job:

    Location: Dean of Research, 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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