Senior Laboratory Administrative Associate

Location
California, United States
Posted
14 Jun 2019
End of advertisement period
14 Aug 2019
Ref
83482
Contract Type
Permanent
Hours
Full Time

Stanford University, one of Silicon Valley’s largest and most unique institutions, seeks a Senior Laboratory Administrative Associate to provide complex administrative support to a faculty and their research program in the Division of Plastic and Reconstructive Surgery within the Department of Surgery. 

This position requires an individual who can work independently and with minimal direction in performance of their duties. The candidate will anticipate the needs of the faculty to proactively solve problems and/or independently handle issues. Candidate will have strong business acumen, ability to multi-task, be extremely organized & detailed, self-motivated; team oriented, and must hold masterful communication skills that allow high level interactions with a diverse academic and medical community.

For information on the about the Division, please visit: http://plasticsurgery.stanford.edu/

Duties include:

  • Act on behalf of the faculty 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 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.
  • Coordinate postdoctoral and research staff appointments which may include processing visas as required.

 * Other duties may also be assigned

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

DESIRED QUALIFICATIONS:

  • Prior work experience at Stanford University and/or in higher education strongly preferred
  • Understanding of the organization of Stanford University Medical Center or similar academic medical center

Bachelor’s degree

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.

Additional Information

Schedule: Full-time
Job Code: 4103
Employee Status: Regular
Grade: F
Requisition ID: 83482

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