Administrative Associate 3🔍Dean of Research, Stanford, California, United States📁Administration📅Feb 11, 2020 Post Date📅86170 Requisition #

Administrative Associate

Administrative Associate 3 – 4103 – F

The ChEM-H / Neuro research complex serves as the home base for two interdisciplinary institutes, Stanford ChEM-H (Chemistry, Engineering, and Medicine for Human Health) and the Wu Tsai Neurosciences Institute. The 235,000 square foot facility will be home to more than 40 laboratories, interactive research spaces, meeting spaces, and a pub.

This new, shared facility is located at the strategic physical nexus of science, engineering, and medicine. This modern complex will offer a convening, collaborative “hub” to expand work in brain science and molecular approaches to health, which will rapidly advance Stanford’s potential for discovery and dissemination of new knowledge.

Job Purpose

Provide administrative or operational support with limited supervision for the Facilities Office. May be responsible for leading other administrative staff or subordinates.

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.
  

The job duties listed are typical examples of work performed by positions in this job classification and are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks, and responsibilities. Specific duties and responsibilities may vary depending on department or program needs without changing the general nature and scope of the job or level of responsibility. Employees may also perform other duties as assigned.
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.
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.

Minimum Requirements

Education and Experience

• High school diploma and four years administrative experience, or a 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 judgement 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 to weigh up to 10 pounds.

• Rarely; twist/bend/stoop/squat, kneel/crawl.

Working Conditions

• May be exposed to noise > 80dB TWA.

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, https://adminguide.stanford.edu.

Additional Information

• Schedule: Full-time
• Job Code: 4103
• Employee Status: Regular
• Grade: F
• Requisition ID: 86170