Biodesign Program Assistant

Location
California, United States
Posted
21 Jun 2019
End of advertisement period
21 Aug 2019
Ref
83592
Contract Type
Permanent
Hours
Full Time

The Stanford Byers Center for Biodesign in the School of Medicine provides medical technology innovation training to teams of doctors, engineers and business students who identify a medical need, develop an invention to fill it, and create a plan for bringing the technology forward into patient care. Our mission is to train students, fellows and faculty in the Biodesign Process: a systematic approach to needs finding and the invention and implementation of new biomedical technologies.

Stanford University is seeking an Administrative Associate 2 to provide administrative and operational support working under general supervision. This position serves an important role within the department. The Center for Biodesign Program Assistant interacts with all levels of faculty, biodesign industry leaders, trainees and staff and often sets the first impression of the Biodesign center. An optimistic, cheerful, can-do attitude is required. Biodesign team members work cooperatively supporting each other to ensure programs and events are successful. 

The Program Assistant (PA) reports to the Director of Operations and Finance and provides a full range of administrative and operational support to the Biodesign Program, with emphasis and responsibility for administrative and operational functions. Specific duties include, but are not limited to: 1) processing and submitting financial transactions related to the program; 2) operations oversight including visa processing and onboarding; 3) general office support; 4) event support. 

Duties include: 

  • Lead Biodesign visa application and documentation process operations. Initiate, track and facilitate all visa processing and requirements for postdoctoral fellows, visiting scholars and visiting student researchers. Adhere to time guidelines for all processes and identify potential timeline issues.
  • Gain in depth understanding and knowledge of visa processes at Stanford through training, experience and attending Bechtel center updates.
  • Maintain accurate and organized records throughout visa process for each sponsorship.
  • Manage Biodesign fellow appointments with Stanford University.
  • Onboard new employees, fellows and visiting global faculty. Exit management for employees, fellows and visiting faculty including Innovation fellows, Stanford Singapore fellows and Global fellows programs.
  • Initiate documentation on office procedures, office protocol and updates for processes. Follow and enforce office policies and procedures.
  • Welcome visitors and direct them as appropriate.
  • Manage and respond to mail, phone and email inquiries. Take appropriate action as required.
  • Oversee office supply ordering and maintain reasonable inventory levels of supplies.
  • Process financial transactions, including expense reimbursements, purchasing card transactions and travel card transactions.
  • Play an integral role in Biodesign Center events. Take lead on some events and serve as event support on other events. Create catering orders, invitation lists, name badges, collateral, and provide assistance to participants at Biodesign events. Manage attendee lists, invoicing and vendor compliance. Participate in event cost tracking and budget management. Help identify venues, vendors and event options.
  • Manage and distribute parking passes as necessary to visiting guests and speakers. Send invitations and thank you letters to fellowship speakers.
  • Manage catering to support Biodesign events and meetings.
  • Draft and/or generate routine communications; coordinate production (formatting, copying, etc.) and dissemination of documents, such as presentations, course handouts, conference and seminar materials, brochures, and displays.
  • Maintain office supplies and equipment; obtain vendor quotations, as needed. Coordinate office moves.
  • 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.
  • Guide and train student and/or contingent workers including scheduling and reviewing work for quality and timeliness as necessary.
  • Cross train and serve as backup for Executive Assistants as needed. Become familiar with EA operations and responsibilities.

* - Other duties may also be assigned.

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.

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: 4102
Employee Status: Regular
Grade: E
Requisition ID: 83592

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