Administrative Associate

Job description



Administrative Associate

Stanford University

Job Number:
89774

The Department of Neurology and Neurological Sciences hosts one of the top neurology research programs in the U.S. with its faculty serving as leaders in many fields of neurology research. The department is currently ranked among the top 5 neurology departments in NIH funding and has an exceptionally innovative Stanford research milieu and department research support. Our research activities cover a wide range of programs ranging from basic neuroscience studies, quantitative data sciences, translational studies, and clinical trials. In addition, Stanford University is well known for its outstanding, high-impact neuroscience community consisting of several hundred faculty including many international leaders in multiple areas. Located in the heart of Silicon Valley, our researchers benefit from collaboration with leading experts in medical imaging, computer science, genomics, proteomics, stem cells, and bioengineering. Our department also benefits from being located on the main Stanford campus with collaborations across all the full range of schools and departments.

The Department of Neurology and Neurological Sciences seeks an Administrative Associate to provide administrative and operational support to our faculty and their research labs. In this role, you will support individual faculty labs and their research programs and serve as a liaison between the labs, central administration, and external institutions, vendors, and collaborators. We need a candidate that is tech-savvy, motivated to accomplish tasks independently with minimal guidance, who is invested in maintaining a positive and productive work culture. Our scientists depend on our administrative associates to help them with their work, and outstanding support allows the whole team to make discoveries that help understand and treat devastating neurological diseases. Are you personable, proactive, and exude a high-level of customer service? Are you excited about being part of a team looking for cures to dementia, stroke, and other brain diseases? Then bring your talent and passion and join us!

https://med.stanford.edu/neurology.html

Your responsibilities include:

  • Representing the Department and individual faculty labs by being the first point of contact to respond to inquiries, determining and taking appropriate action as required.
  • Coordinating logistics, materials, interfacing with vendors, and mobilizing appropriate lab and/or staff members associated with various projects as assigned.
  • Composing, formatting, preparing, and distributing routine communications and materials.
  • Maintaining a high-level of detail by managing multiple calendars, travel, events, and meeting coordination.
  • Oversee and/or process a variety of complex financial transactions; produce, monitor, and reconcile budget statements; research, identify, and resolve discrepancies, providing accurate and timely processing.
  • Work with Department to bring in lab staff, students, and visiting researchers, ensuring appropriate paperwork is complete, coordinating all aspects of lab-specific onboarding logistics.
  • Maintaining office and laboratory supplies and specialized equipment, obtaining vendor quotations, vetting supply requests, coordinating appropriate steps for purchasing, reporting, and acquisition.
  • Plan and schedule calendar(s) with limited consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies; work to ensure deadlines are met for university processes, grant reporting, other time-sensitive items.


*Flexibility in completing any other assigned duties.

To be successful in this position, you will bring:
  • A Bachelor's degree and three years of administrative experience, or combination of education and relevant experience.
  • Proficiency in computer skills and demonstrated experience with office software and email applications.
  • Demonstrated success in following through and completing routine and complex tasks.
  • Demonstrated success with planning and executing tasks with minimal guidance.
  • Strong organizational skills and attention to detail.
  • Strong verbal and written communication skills.
  • Excellent customer service and interpersonal skills.
  • An ability to prioritize and multi-task.


In addition, preferred requirements include:
  • MS Office, Outlook, and Box experience.
  • Proficiency with common online platforms, such as Google Drive.
  • Proficiency with Stanford systems.


* - Other duties may also be assigned

DESIRED QUALIFICATIONS:
  • Previous administrative experience in an academic environment desired.


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.




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: 6/3/2021
Application Due: 6/3/2033
Work Type: Full Time
Salary: