Administrative Associate 3 (Full-Time permanent position)

Job description


Administrative Associate 3 (Full-Time permanent position) - Stanford University

Job description:
The Department of Neurobiology and Neurosciences IDP program in the School of Medicine at Stanford University is seeking a highly qualified, enthusiastic, and motivated Administrative Associate to support central administration & operations in addition to two faculty members. The Administrative Associate will split their time equally between the two organizations. The individual will provide a myriad of administrative project management and operational duties, with limited supervision. This is an excellent opportunity for a strong administrative associate who is seeking more than a general administrative role, and who would like to develop experience in graduate student services and supporting lab research. Since excellent written skills are required, a cover letter is expected to accompany the resume.

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.
  • Serve as custodian and verifier for purchasing and travel cards. Advise department card users on allowable and appropriate use of PCards and TCards
  • Adhoc requests as necessary.
    * - Other duties may also be assigned.

    DESIRED QUALIFICATIONS:
  • Computer-literate with a PC computer. Experience with Microsoft/Windows operating systems, familiarity with Microsoft Word, Microsoft Excel, Adobe Acrobat, and experienced in the use of either Internet Explorer or Mozilla Firefox browser. Working knowledge of email client software such as Microsoft Outlook and familiarity with Stanford Campus Systems (IProcurement, PCard, SU Expense Requests) a plus.
  • Ability to work with strict deadlines.
  • Ability to work independently and prioritize activities after receiving general guidance.
  • Accuracy in grammar and spelling very important.
  • Experience maintaining websites desirable.
  • Knowledge of scheduling systems especially in an Academic setting highly desirable.

    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


    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


    To apply, please visit https://careersearch.stanford.edu/jobs/administrative-associate-3-3717 and include both a cover letter and resume in addition to the on-line application.

    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 his or her job.

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    Job No:
    Posted: 8/17/2018
    Application Due: 8/17/2030
    Work Type:
    Salary: