Administrative Associate 3
- Employer
- Stanford University
- Location
- Stanford
View more
- Administrative Jobs
- Institutional & Business Affairs, Clerical & Administrative Support
- Employment Type
- Full Time
- Institution Type
- Four-Year Institution
Job Details
Administrative Associate 3
Stanford University
Job Number: 83390
Administrative Associate 3
The Department of Biology is seeking a 100%, Administrative Associate to provide administrative support to several faculty and their lab members with limited supervision. The Biology department is the center of life science research at Stanford. Our mission is to lead in understanding life, from molecules to cells, and organisms to ecosystems. The Biology faculty are committed to excellence in research and education, and are proud of the outstanding students and staff who make this possible.
The AA3 will be responsible of preparation of complex grant proposals and fellowship applications, including budget preparation and referencing, communications and timely processing of all documents with various funding agencies and University offices. Assist faculty with preparation of annual progress reports for sponsor. The candidate must be able to manage frequent orders of lab supplies for all labs, draft and assemble documents for equipment procurement; prepare detailed written business justifications for purchases.
The AA3 should be able to advise faculty and students regarding travel requirements and policies. Make complex and detailed travel arrangements for professors and lab members, as well as for campus visitors and speakers (much of this online). Prepare and process reimbursements using Stanford's online systems. He/she may be responsible for training and/or leading other administrative staff or subordinates.
The candidate will also be responsible in updating detailed publication lists for faculty per specific formatting instructions. They will locate publication pdf files for faculty on as needed basis and create publication pdf file library as needed. Including assisting faculty with manuscript updates, submission and status.
Other duties include:
- Read and interpret program announcement and guidelines, advise faculty on process and requirements, draft administrative documents for faculty review, assist with publication referencing, liaison with various funding agencies and University offices as necessary. Independently prepare detailed yearly and overall budget, including salaries, fringe benefits and IDC. Draft budget justification.
- Prepare visa applications for H-1B and J-1 visas for lab staff, postdocs and other appointed positions. Prepare applications for visa extensions.
- Place orders with vendors using Stanford procurement systems. Keep lab members informed of status of their orders. Handle returns as required.
- Handle appointment process for new lab staff, postdocs and visitors. Work with Biology HR, faculty and applicants. Assist in scheduling interviews as requested.
MINIMUM REQUIREMENTS:
Education & Experience:
High school diploma and four years of administrative experience, or combination of education and relevant experience.
Knowledge, Skills and Abilities:
PHYSICAL REQUIREMENTS*:
* - 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.
WORKING CONDITIONS:
WORK STANDARDS:
Stanford is an equal employment opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law. Stanford welcomes applications from all who would bring additional dimensions to the University's research, teaching and clinical missions.
Job Family: Administration
Job Series: Administrative Associate
Job Code: 4103
Grade: F Exemption: Non-exempt Additional Information
- Schedule: Full-time
- Job Code: 4103
- Employee Status: Regular
- Grade: F
- Requisition ID: 83390
Job:
Location: School of Humanities and Sciences, Stanford, 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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