Administrative Associate 3

Location
Stanford
Posted
Jun 14, 2018
Institution Type
Four-Year Institution


Administrative Associate 3

Stanford University

Job Number:
79243


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








JOB PURPOSE:






Come join the Carolyn Bertozzi Lab as our ACS Editorial Administrative Associate! In this role, you will be part of the support team for ACS Central Science, a high impact, multidisciplinary, open-access journal from the American Chemical Society. You will assist and report to the Editor-in-Chief, Professor Carolyn Bertozzi, and be based in her research lab at Stanford University. Your duties include managing correspondence, scheduling meetings, organizing international phone conferences, booking detailed travel arrangements, proofreading journal content, managing communication with journal editors, editorial advisory board and authors, researching potential authors and topical content, general journal promotion and outreach, tracking data, generating periodic reports of journal statistics, updating online content, placing orders, creating expense requests, assisting researchers and staff in the lab and helping Prof. Bertozzi. Please submit both a resume and cover letter when applying for this position.








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 lifelong 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








CORE DUTIES*:



  • 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






    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.

  • 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.








    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 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 Administration



    Location School of Humanities and Sciences



    Schedule Full-time



    Grade: F





    Job:

    Location: School of Humanities and Sciences, 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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