Administrative Associate

Location
California, United States
Posted
12 Feb 2019
End of advertisement period
12 Apr 2019
Ref
82009
Contract Type
Permanent
Hours
Full Time

The Research Division in the Department of Anesthesiology, Perioperative & Pain Medicine is seeking an Administrative Associate 2 (AA2) to manage busy calendar for PI’s using Outlook and Google calendars, upload information onto specific websites, handle significant volume of lab supplies for multiple faculty and lab staff.  Job duties also include P-Card transactions, travel planning, purchasing, event coordination and administrative support to faculty.  The AA2 will also process travel reimbursements, payments, monitor/process routine financial transactions.  The AA2 will also be responsible for preparation of pre-award grants administration for NIH grant submissions.

The Research Division is involved in a wide variety of basic science, clinical, and educational research.  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 these goals.

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.
  • *Other duties may also be assigned

Desired Qualifications:

  • Four-year college degree preferred.
  • Stanford experience preferred.
  • 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 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.

Stanford University, located between San Francisco and San Jose in the heart of California's Silicon Valley, is one of the world's leading teaching and research universities. Since its opening in 1891, Stanford has been dedicated to finding solutions to big challenges and to preparing students for leadership in a complex world.  Supporting that mission is a staff of more than 10,000, which is rooted in a culture of excellence and values innovation, collaboration, and life-long learning. To foster the talents and aspirations of our staff, Stanford offers career development programs, competitive pay that reflects market trends and benefits that increase financial stability and promote healthy, fulfilling lives. An award- winning employer, Stanford offers an exceptional setting for professionals looking to advance their careers.

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