Administrative Associate 3

This position has been deemed critical by the School of Humanities and Sciences Dean’s Office and is exempt from the hiring freeze.

Work Arrangement: This is a hybrid position based on the Stanford campus – 3 days/week onsite.

Budgeted Salary: The budgeted hourly rate for this position is $40.00 to $45.00 per hour.

The School of Humanities and Sciences (H&S) is the foundation of a liberal arts education at Stanford. The school encompasses 24 departments and 25 interdisciplinary programs. H&S is home to fundamental and applied research, where free, open, and critical inquiry is pursued across disciplines. As the university’s largest school, H&S serves as the foundation of a Stanford undergraduate education no matter which discipline students pursue as a major. Graduate students work alongside world-renowned faculty to pursue and shape foundational research that leads to breakthroughs and discoveries that shed new light on the past, influence the present, and shape the future. Together, faculty and students in H&S engage in inspirational teaching, learning, and research every day.

Department/Program Description: 

The Department of Biology at Stanford University is devoted to discovering fundamental knowledge of the living world: from the behavior of single molecules to dynamics of cells, organisms, populations, and interactions of biological systems with our planet. We are dedicated to developing innovative training experiences for the next generation of biologists and to building an inclusive learning environment that unites members from diverse disciplines and life experiences. The Department is the largest in the School of Humanities and Sciences with over 100 active and emeritus faculty, lecturers and research staff, over 240 PhD and postdoc trainees and over 60 non-academic staff who advance the department’s research and teaching missions. The department serves over 220 undergraduate students who major in Biology and more than 3,600 enrollees in our courses each year. Learn more about the department at biology.stanford.edu. 

Position Summary

The Department of Biology is seeking an excellent experienced administrative associate to fulfill the role of Administrative Associate to several of our faculty and their lab members. The Administrative Associate will work under general supervision of the Administrative Services Manager and must possess and demonstrate a positive outlook on continuous process improvement efforts while maintaining a team-based and customer-focused mindset. It is critical that this position exhibit the abilities to practice sound judgment and decision-making, effective written & oral communication, strong attention to detail and respectful relationship management. This position must also exhibit a strong desire to continuously learn new and unfamiliar business topics, policies and procedures as they relate to Administration. The ability to translate this information into operational successes will be critical. 

This is a 100% FTE, continuing, non-exempt, hybrid position based on the Stanford campus, 3 days on-site. 

Preferred Requirements

Core Duties:

• Act on behalf of the supervisor, department manager, or chair inregards to establishing priorities and identifying and resolvingproblems 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 productionand distribution of materials, administering logistics, and managingevent within budget.

• Compose and draft documents and correspondence for presentations,course handouts, grants, conferences, seminars, and reports. Performsubstantial editing and fact checking. Create, maintain, modify, and/orensure accuracy of content in various unit documents, displays, reports,brochures, social media, and/or websites.

• Plan and schedule calendar(s) with limited consultation, resolvecalendaring conflicts, and arrange travel in compliance with unit,university, and sponsor policies.

• Create complex reports and spreadsheets which may utilizespecialized software and systems.

• Oversee and/or process a variety of complex financialtransactions; produce, monitor, and reconcile budget statements;research, identify, and resolve discrepancies. May assist with capitalor special equipment requests and/or vendor selection.

• Coordinate and monitor routine maintenance services completion.Plan and coordinate office moves and/or minor renovationprojects.

• May lead staff or supervise day-to-day work of student and/ortemporary workers, including scheduling, assigning, and prioritizingworkloads, setting appropriate deadlines, reviewing work for quality andtimeliness, and providing performance review input.

Minimum Education andExperience

High school diploma and four years of administrative experience, orcombination of education and relevant experience.

Knowledge, Skills and Abilities:

• Advanced computer skills and demonstrated experience with officesoftware and email applications.

• Demonstrated success in following through and completingprojects.

• Excellent organizational skills and attention to detail.

• Excellent Strong verbal and written communicationskills.

• Excellent customer service and interpersonal skills.

• Ability to prioritize, multi-task, and assign work toothers.

• Ability to take initiative and ownership of projects.

• Ability to routinely and independently exercise sound judgment inmaking decisions.