Operations/Administrative Specialist

Job description



Operations/Administrative Specialist

Stanford University

Job Number:
86932

Stanford University is seeking an Operations/Administrative Specialist (Administrative Associate 3) to provide administrative and operational support with limited supervision for The PRIDE Study, PRIDEnet, the All of Us Research Program, and additional LGBTQ+ research studies and programs.

The incumbent will support our team's operations as a community-engaged research program that conducts cutting-edge, influential physical, mental, and social health research in partnership with LGBTQ+ communities. This research requires a coordinated team with diverse skillsets and includes community mobilizers, activists, communicators, clinicians, and researchers. The incumbent will lead our team's operations by serving a critical role in developing new (and improving existing) operational and administrative systems to foster the important community-engaged research work we perform. The incumbent will be responsible for daily operations to ensure smooth functioning and unnecessarily delays due to administrative issues. The incumbent will provide support in the following areas: internal team systems, financial, travel, meetings logistics, research participant relations, community organization relations, and communications.

The incumbent will work closely with a small team to understand the goals of our projects and the needs and preferences of the team members as well as the organizations with whom we work. They will be familiar with research and appreciate its significance for LGBTQ+ physical, mental, and social health. In addition, they will work in conjunction with our PRIDEnet Participant Advisory Committee (PAC), community partners, and ambassadors, when appropriate.

This position requires experience with outstanding attention to detail, excellent verbal and written communication skills, superb follow-though to ensure that projects are not delayed, and outstanding organizational skills. The successful candidate will be a valued member of a small team who is able to work independently, liaise with stakeholders, and work within an academic community-engaged research context. The incumbent will be inspired by helping to improve the health of LGBTQ+ communities and by the value of community involvement at all stages of health research.

THE PRIDE STUDY
The PRIDE Study is a community-engaged, national, online, prospective, longitudinal general health cohort study of SGM adults. The PRIDE Study aims to improve SGM health through research, community engagement, education, and mentorship and envisions a world with optimal physical, mental, and social health for all SGM people. The PRIDE Study employs innovative technologies to bridge research gaps in the health of these medically underserved and vulnerable populations. For more information, visit www.pridestudy.org.

PRIDEnet
PRIDEnet is a participant-powered research network of sexual and gender minority (SGM) people, which includes but is not limited to LGBTQ+ people. PRIDEnet's mission is to provide SGM/LGBTQ+ health research participants broad access to engage with the research process from end to end. PRIDEnet is the primary vehicle for community engagement in The PRIDE Study (pridestudy.org), a national, online study of the general health of LGBTQ+ people. PRIDEnet also conducts LGBTQ+ community engagement for the All of Us Research Program (joinallofus.org/lgbt).

ALL OF US RESEARCH PROGRAM
The mission of the All of Us Research Program is to accelerate health research and medical breakthroughs, enabling individualized prevention, treatment, and care for all of us. The program will partner with one million or more people across the United States to build the most diverse biomedical data resource of its kind, to help researchers gain better insights into the biological, environmental, and behavioral factors that influence health. For more information, visit www.joinallofus.org/lgbt and www.allofus.nih.gov.




Duties include:

  • 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.
  • Oversee and/or process a variety of complex financial transactions; produce, monitor, reconcile, and report on budget statements; research, identify, and resolve discrepancies. May assist with capital or special equipment requests and/or vendor selection.
  • Develop evaluation and tracking systems for research and community engagement activities.
  • Maintain office supplies, research promotional materials, etc.
  • Assist with research participant management.
  • 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.
  • Act on behalf of the supervisor in regards to establishing priorities and identifying and resolving problems that are administrative in nature.
  • 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.
  • 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
EDUCATION & EXPERIENCE (REQUIRED):

  • High school diploma and four years of administrative experience, or combination of education and relevant experience.


KNOWLEDGE, SKILLS AND ABILITIES (REQUIRED):
  • Ability to work independently to meet expected deadlines and schedules
  • Knowledge of the lesbian, gay, bisexual, transgender, queer (LGBTQ+) and other sexual and gender minority (SGM) communities
  • Ability to work with sexual, gender, and racial/ethnic minority and other marginalized populations and be empathetic
  • 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 numerical skills in basic finance tracking.
  • 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.

    WORKING CONDITIONS:
    • This position is remote (work from home) until pandemic restrictions are lifted. This full-time position will then be based at 1701 Page Road in Palo Alto, CA.

    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.
    Additional Information
    • Schedule: Full-time
    • Job Code: 4807
    • Employee Status: Regular
    • Grade: M
    • Requisition ID: 86932


    Job:

    Location: School of Medicine, 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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    Job No:
    Posted: 9/1/2020
    Application Due: 9/1/2032
    Work Type:
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