Administrative Associate 3
Company: Stanford Medicine
Location: Dublin
Posted on: May 14, 2022
Job Description:
Stanford University is seeking an Administrative Associate 3 to
provide administrative or operational support with limited
supervision. May be responsible for leading other administrative
staff or subordinates.The incumbent will serve as the
Administrative Associate (AA) at the Stanford Genome Technology
Center (SGTC). SGTC is one of the largest SoM basic science
research labs with 80 staff scientists, grad students, postdocs,
visiting scholars and students. The AA will work closely with the
Director and Administrative Manager of the center and help ensure
that all aspects of the Center's administrative structure is
maintained appropriately. The AA will also manage the Director's
calendar, prepare materials for grant proposals and fellowships,
manage correspondence, coordinate meetings, plan travel, and manage
strain and data requests.Duties include:
- 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. * - Other duties may also be assigned.DESIRED
QUALIFICATIONS: Bachelor's degree and 2+ years of experience in an
academic medical center or lab environment.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. Additional
Information
- Schedule: Full-time
- Job Code: 4103
- Employee Status: Regular
- Pay Grade: F
- Department URL: http://biochem.stanford.edu/
- Requisition ID: 90181 As an organization that receives federal
funding, Stanford University has a COVID-19 vaccination requirement
that will apply to all university employees, including those
working remotely in the United States and applicable
subcontractors. To learn more about COVID policies and guidelines
for Stanford University Staff, please visit
https://cardinalatwork.stanford.edu/working-stanford/covid-19/interim-policies/covid-19-surveillance-testing-policy
Keywords: Stanford Medicine, Dublin , Administrative Associate 3, Administration, Clerical , Dublin, California
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