Administrative Associate

Location
Stanford, California (US)
Posted
30 Jan 2019
End of advertisement period
30 Mar 2019
Ref
81878
Contract Type
Permanent
Hours
Full Time

The Department of Psychiatry and Behavioral Sciences at the School of Medicine is seeking a highly qualified, enthusiastic, and motivated Administrative Associate to provide support for faculty members with limited supervision. The Administrative Associate will also provide backup support for senior administrative associates and their responsibilities in the department as needed. Specific faculty support responsibilities include but are not limited to: Providing information and managing financial system for purchases. This position will also act as receptionist for the department ensuring mail is sorted, packages are signed for and delivered.

We are searching for candidates who enjoy a friendly, collaborative work environment with diverse responsibilities and problems to solve. This is a busy position at times requiring a high level of professionalism, productivity, accuracy, organization, multi-tasking, flexibility, independence, sound judgment, and decision-making. An ideal candidate would be a dependable self-starter and exhibit excellent time management skills, communication skills (both oral and written), the ability to set priorities, extreme attention to detail with follow-through, tact, sensitivity to confidential information, positive attitude, and a passion for working with and supporting faculty.

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.
  • Maintain office supplies and equipment; obtain vendor quotations, as needed. Coordinate office moves.
  • May serve as the point of contact for general maintenance, health and safety, and other facility concerns within the unit(s); report any incidents or potential safety problems to appropriate representatives. Track completion of required training.
  • Maintain approved content on websites.
  • May perform human resources transactional support, e.g. time cards, I9s, and/or faculty affairs support.
  • May guide and train student and/or contingent workers including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, and reviewing work for quality and timeliness.

* - Other duties may also be assigned

DESIRED QUALIFICATIONS:

  • Computer-literate with a PC computer. Experience with Microsoft/Windows operating systems, familiarity with Microsoft Word, Microsoft Excel, Adobe Acrobat, and experienced in the use of either Internet Explorer or Mozilla Firefox browser. Working knowledge of email client software such as Microsoft Outlook.
  • Ability to work with strict deadlines
  • Ability to work independently and prioritize activities after receiving general guidance
  • Accuracy in grammar and spelling very important.
  • Bachelor’s degree preferred
  • Experience with expense requests and Stanford Fingate desirable

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. 

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.