Administrative Associate

Location
California, United States
Posted
20 Jun 2019
End of advertisement period
20 Aug 2019
Ref
83575
Contract Type
Permanent
Hours
Full Time

The Stanford Center for Biomedical Ethics (SCBE) is seeking an accomplished Administrative Associate 3 to provide a full range of administrative support to the Center Director, and the Director of Education and Research. This busy and complex position requires a high level of judgment, initiative, and attention to detail, confidentiality and follow through. Interactions in-person, email or telephone will require highly independent, unsupervised work. Key responsibilities include: heavy calendaring, meeting management and support, arranging travel, processing reimbursements, and managing an annual lectureship. The AA is required to provide quick and thorough response to requests from SCBE staff members and external constituents.

This position is a first point of contact for Stanford University faculty and staff, as well as associations, vendors, and external institutions. This requires this position to understand the complexity of the SCBE, SoM and Stanford University regarding who to contact for a response and the organizational skills to follow-up as needed. In addition, as appropriate, the Center Director and Associate Director of Education and Research must be apprised of requests and have their basic administrative tasks such as calendaring and reimbursements effectively managed.

The successful candidate will work as part of a collaborative team, engaging in cross-training and providing backup administrative coverage with unparalleled leading edge community of faculty and staff that are fundamentally changing the world of health care.

Duties include: 

  • Act on behalf of the supervisor, department manager, or chair 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.

* - Other duties may also be assigned.

DESIRED QUALIFICATIONS:

BA/BS Degree

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.

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.

Additional Information

Schedule: Full-time
Job Code: 4103
Employee Status: Regular
Grade: F
Requisition ID: 83575