Administrative Associate

Location
California, United States
Posted
22 Oct 2018
End of advertisement period
22 Dec 2018
Ref
80628
Contract Type
Permanent
Hours
Full Time

JOB PURPOSE:

Come work for us! The Stanford Chemistry Department includes 24 faculty, 4 lecturers, ~90 postdocs, ~250 PhD students, 10 research staff, and 25 administrative staff, with an annual consolidated budget of approximately $30 million. The Department facilities consist of over 160,000 square feet of research, classroom and administrative space spread over 6 buildings.  We are looking for an Administrative Associate to join the Chemistry Administrative Services (CAS) team.  You will join a team of 9 admins who support our faculty with daily responsibilities for grant preparation and administration, calendars, lab supplies and graduate students.  You will report to the CAS Manager.  The job requires the ability to work effectively with faculty and within a team structure. The CAS Manager will provide administrative or operational support with limited supervision.  Candidates with familiarity using financial systems and experience with proposal development support are highly desirable. To be considered, please submit both a resume and cover letter when applying for this position.

CORE DUTIES*:  

  • 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 day­to­day 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.

MINIMUM REQUIREMENTS:  

Education & Experience:  

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

Knowledge, Skills and Abilities:

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, multi­task, 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 and Licenses:

None  

PHYSICAL REQUIREMENTS*:  

Constantly perform desk­based 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.

WORKING CONDITIONS:      

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.

Final offers of employment are contingent upon successful completion of national criminal background check, national sex offender registry search and, where applicable, driving record.

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.