Administrative Associate

Location
California, United States
Posted
05 Dec 2018
End of advertisement period
05 Feb 2019
Ref
81191
Contract Type
Permanent
Hours
Full Time

The Department of Radiology at Stanford University is comprised of world-renowned people and programs. As we plan to play a very important role in the development of personalized medicine, by moving advances from the laboratories to the clinic for improved patient-centric care, our Administrative Associates play a vital role in helping our Department accomplish this

The Department seeks an Administrative Associate 2 who will support the Lucas and PET/MR Service Centers and faculty in the Radiological Science Lab (RSL). Candidates should be highly organized; extremely detail oriented, and be able to multi-task with ease. Regardless of assignment, candidates will be expected to demonstrate strong business judgment, professional etiquette, and exceptional analytical and problem-solving skills. In addition to having a “can-do” attitude and pleasant demeanor, extraordinary communication skills that allow interaction with a diverse group of people are desirable.  

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 operating conferences, seminars, 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.
  • Draft 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, brochures, and displays.
  • Plan and schedule 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.
  • Grant and Submission support.

* - Other duties may also be assigned.

EDUCATION & EXPERIENCE (REQUIRED):

  • High school diploma and three 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.

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.