Administrative Associate 4

Location
California, United States
Posted
02 Aug 2019
End of advertisement period
02 Oct 2019
Ref
84147
Contract Type
Fixed Term
Hours
Full Time

Stanford University is seeking an Administrative Associate 4 to Provide complex administrative or operational support with minimal supervision. May be responsible for overseeing other administrative staff or subordinates.

About the Department of Pathology

Comprised of extraordinary faculty and staff, our mission is to improve the diagnosis, treatment and basic understanding of human disease.  We accomplish this through our clinical services, research, and training the future leaders in pathology and related fields.  A major focus of clinical research in the Department continues to be the correlation of patient outcome and treatment response with the surgical pathologic diagnosis of human cancers.  Everything we do is to provide the highest quality of pathology diagnostic services to the patients for whom we passionately care.

For more information about the department visit http://pathology.stanford.edu/ 

About the Position:

As an Administrative Associate 4 in the Department of Pathology at Stanford University, you will support faculty members, manage special projects with the leadership, and act as a building site manager.  For the faculty support portion of the role you will manage Pathology fellowships, create and maintain complex calendars, process reimbursements through our financial system, and assist in various was to our Pathology administrative group.  In addition to these duties, you will manage a special project related to Pathology reviewing administrate support. You should be highly organized, extremely detail oriented, and be able to multi-task with ease. Regardless of your assignment, you'll be expected to demonstrate strong business judgment, professional etiquette, and exceptional analytical and problem-solving skills.  In addition to having a “can-do” attitude and pleasant demeanor, you must have extraordinary communication skills that allow you to interact with a diverse group of people. This position is a 1 year fixed term. 

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.
  • Research and/or write background information for meetings. Participate in meetings on supervisor’s behalf, inform after the fact.
  • 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 research 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) without prior 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. Make recommendations based on reports.
  • 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 complex office moves. Plan and coordinate routine remodeling and renovations.
  • Analyze and review material and extract pertinent information for briefing purposes.
  • Positions at this level also include one or more of the following duties:
  • Responsible for leading the administrative functions of a program or unit.
  • Serve as building coordinator.
  • Oversee or supervise day-to-day work of other administrative or support staff, student and/or temporary workers, including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, reviewing work for quality, timeliness, and providing performance review input.

* - Other duties may also be assigned

DESIRED QUALIFICATIONS:

  • Supervision experience
  • Experience collaborating with high level executives or directors
  • Knowledge of OSHA or facilities management

EDUCATION & EXPERIENCE (REQUIRED):

High school diploma and six 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.
  • Proven success in following through and completing projects.
  • Excellent organizational skills and attention to detail.
  • Excellent 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.

CERTIFICATIONS & LICENSES:  None  

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: 4104
  • Employee Status: Fixed-Term
  • Grade: G