Administrative Associate 2

Stanford, California (US)
14 Jun 2019
End of advertisement period
12 Aug 2019
Contract Type
Full Time

The 3DQ Lab started with one technologist and averaged 64 examinations per month. The lab has grown and occupies two locations (The Clark Center and Grant building), and processes over 2000 Examinations per month. The staff has expanded to 14 technologists, 3 managers, 2 IT personnel, and 2 administrative associates, a dynamic group of individuals who keep pace of the rapidly changing protocols and software, which enables them to effectively produce high quality images for the Stanford Medical Community.
The 3DQ Imaging Lab at Stanford University, Department of Radioloy seeks an Administrative Associate to support three faculty members, three managers and twelve technologist. Responsibilities include managing the day to day duties of the lab: managing complex calendars, travel arrangements, planning and executing various meetings and events (extensive speaking engagements, creating training documents and videos, etc.); maintaining and reconciling expenditures, reviewing and correcting monthly statement charges accordingly. Processing purchase orders, reimbursements, travel expenses and other reimbursements, and memberships and subscriptions for the faculty and technologists. S/he will be responsible for monitoring and editing several 3D Lab databases: RIS/PACS (i.e. workflow, tabular data, and core lab data), troubleshooting and correcting data errors and consulting managers when necessary. Provide general office support to section faculty, technologists, and visitors. Screen and handle mail and phone calls, transcribe letters and memos, order supplies and equipment. Process visas as necessary. Handle special projects and provide back-up support to other administrative personnel, as needed.
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
Four plus years of related experience.
Two year college degree or equivalent.
Knowledge of the grant submission process (pre and post grants management), and financial experience and/or working knowledge of reconciling and managing expenditure statements.
Knowledge of medical terminology, medical transcription, and Grant writing experience Stanford experience, familiarity with ReportMart 3, SU Oracle Financials, web authoring, and SU IRB guidelines.
Knowledge of bibliographic management software (Endnotes, etc.)
High school diploma and three years of administrative experience, or combination of education and relevant experience.
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.
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.
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,
Additional Information
Schedule: Full-time
Job Code: 4102
Employee Status: Regular
Grade: E
Requisition ID: 83512