Administrative Associate 2

Job Details



Administrative Associate 2
Stanford, California, United States

Schedule: Part-time
Job Code: 4102
Employee Status: Regular
Grade: E
Requisition ID: 94394

Grade: E

FTE: 50%

Stanford University is seeking an Administrative Associate 2 (AA2) to provide administrative or operational support working under general supervision. The Department of Pediatrics is a dynamic, stimulating place to work and because we are focused on growth and improve excellence, our staff have particularly challenging and rewarding roles. We are seeking an outstanding Administrative Associate to join our team and support the Systems Medicine faculty and staff in the Department of Pediatrics, Division of Systems Medicine under the direction of the Division Manager.

Duties include:
  • Respond to inquiries, and determine and take appropriate action as required. Serve as a resource regarding a defined set of policies and procedures.
  • Perform duties associated with scheduling, organizing, and events, including recommending vendors for services, overseeing the production and distribution of materials, coordinating logistics, and serving as liaison with internal and external vendors.
  • Will assist with vendor contract setups and extensions
  • Coordinate visa related documentation with Department Human Resources for any lab personnel
  • May assisting in drafting and/or generate routine communications; coordinate production (formatting, copying, etc.) and dissemination of documents, such as presentations, course handouts, grant proposals, conference and seminar materials, complex reports, and displays.
  • May assist with planning and scheduling calendar(s) based on consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
  • Process and monitor routine financial transactions, which may include researching and resolving discrepancies.
  • Maintain office supplies and equipment; obtain vendor quotations, as needed. Coordinate office moves (if any).
  • May serve as the point of contact for general maintenance, health and safety, and other facility concerns within the unit(s); report any incidents or potential safety problems to appropriate representatives.
  • May guide and train student and/or contingent workers including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, and reviewing work for quality and timeliness.
  • Will assist with on-boarding new lab members


* - Other duties may also be assigned

Grade: E

FTE: 50%

Stanford University is seeking an Administrative Associate 2 (AA2) to provide administrative or operational support working under general supervision. The Department of Pediatrics is a dynamic, stimulating place to work and because we are focused on growth and improve excellence, our staff have particularly challenging and rewarding roles. We are seeking an outstanding Administrative Associate to join our team and support the Systems Medicine faculty and staff in the Department of Pediatrics, Division of Systems Medicine under the direction of the Division Manager.

Duties include:
  • Respond to inquiries, and determine and take appropriate action as required. Serve as a resource regarding a defined set of policies and procedures.
  • Perform duties associated with scheduling, organizing, and events, including recommending vendors for services, overseeing the production and distribution of materials, coordinating logistics, and serving as liaison with internal and external vendors.
  • Will assist with vendor contract setups and extensions
  • Coordinate visa related documentation with Department Human Resources for any lab personnel
  • May assisting in drafting and/or generate routine communications; coordinate production (formatting, copying, etc.) and dissemination of documents, such as presentations, course handouts, grant proposals, conference and seminar materials, complex reports, and displays.
  • May assist with planning and scheduling calendar(s) based on consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
  • Process and monitor routine financial transactions, which may include researching and resolving discrepancies.
  • Maintain office supplies and equipment; obtain vendor quotations, as needed. Coordinate office moves (if any).
  • May serve as the point of contact for general maintenance, health and safety, and other facility concerns within the unit(s); report any incidents or potential safety problems to appropriate representatives.
  • May guide and train student and/or contingent workers including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, and reviewing work for quality and timeliness.
  • Will assist with on-boarding new lab members

* - Other duties may also be assigned

DESIRED QUALIFICATIONS:
  • Experience with Microsoft Office (Excel, PowerPoint, Word)
  • Experience with Outlook email and calendaring
  • Experience with Pcard and Tcard processing/reconciliation
  • Experience with Oracle financial systems
  • Experience using Slack, Zoom, etc.
  • Experience with Google suite (Google docs, etc)

EDUCATION & EXPERIENCE (REQUIRED):

Bachelor's Degree and two years of administrative experience, or combination of education and relevant experience.

KNOWLEDGE, SKILLS AND ABILITIES (REQUIRED):
  • Proficient computer skills and demonstrated experience with office software and email applications.
  • Demonstrated success in following through and completing routine tasks.
  • Strong organizational skills and attention to detail.
  • Strong verbal and written communication skills.
  • Excellent customer service and interpersonal skills.
  • Ability to prioritize and multi-task and proactively resolve issues


CERTIFICATIONS & LICENSES:

None

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.

Additional PHYSICAL REQUIREMENTS: (remove if none)

WORKING CONDITIONS: Position will be hybrid with the expectation of 1 day a week onsite and infrequent in person office assistance (as needed).


To be considered for this position please visit our web site and apply on line at the following link: https://apptrkr.com/3061045

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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