Administrative Associate

Location
California, United States
Posted
18 Oct 2018
End of advertisement period
18 Dec 2018
Ref
80449
Contract Type
Permanent
Hours
Full Time

The Department of Psychiatry & Behavioral Sciences, Sleep Division at Stanford University School of Medicine is seeking an Administrative Associate 3 (75% FTE) to provide administrative and operational support to the head of the lab. In this dynamic role, we are looking for a strategic thinker to creatively solve problems, multi-task with ease, and adapt well as a team player. An ideal candidate would display a positive “can-do” attitude with strong business judgment, professional etiquette, and strong communication skills (both written and verbal). Overall, the Administrative Assistant will be critical to the Principal Investigator’s success and overall fluidity of the lab’s daily operations. Key duties include but are not limited to schedule coordination (international and domestic), lab logistics and support (order supplies, onboard new members, and anticipate lab needs), act as primary point of contact for the PI (as a liaison and gatekeeper), and respond to time sensitive matters with urgency and efficiency.

Duties include: 

  • Act on behalf of the supervisor, department manager, or chair in regard 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:

  • BA/BS degree 
  • Degree in science (BSc, MS) is a plus
  • Project management in a university, research or medical center 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

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.