Finance and Administrative Specialist
Stanford University, Department of Medicine, Division of Biomedical Informatics Research is seeking a Finance and Administrative Specialist (Administrative Associate 4) to provide complex administrative/operational support with minimal supervision. May be responsible for overseeing other administrative staff or subordinates.
The successful candidate will support a broad research program aimed at advancing the use of machine learning and artificial intelligence in healthcare. You will support a dynamic research team of 20+ individuals ranging from Summer Interns to board certified doctors and PhD Computer Scientists who aim to bring machine learning to the clinic, safely and ethically. The successful candidate will be a core member of the team that runs the ttp://greenbutton.stanford.edu project, which is the country’s first service to use routinely collected data on millions of individuals for providing better care. You will help enable the use of technology for better compassionate care at Stanford, as described in http://stanmed.stanford.edu/2018summer/artificial-intelligence-puts-humanity-health-care.html.
The successful candidate will be the go-to person for all operational questions related to the research program and will act on behalf of the PI in regard to establishing priorities and identifying and resolving administrative problems. For example, you will oversee scheduling, organizing, and operating of complex conferences, seminars, and events, including arranging with vendors for services, overseeing the production and distribution of materials, administering logistics, and managing events within budget. The successful candidate will be overseeing a consolidated annual budget of $2.5M across 15 projects and help the PI with proposal submissions, budgeting, forecasting and monitoring expenses. You will be responsible for a variety of complex financial transactions; producing, monitoring, and reconciling budget statements; researching, identifying, and resolving discrepancies. May assist with capital or special equipment requests and/or vendor selection. The successful candidate will also manage the onboarding as well as track access to, and compliant usage of, large patient datasets for new group members.
- 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 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.
- In conjunction with financial lead and/or principal investigator, assist with sponsored project research proposal submissions and post award administration.
- Responsible for leading the administrative functions of a program/unit.
* -The job duties listed are typical examples of work performed by positions in this job classification and are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks, and responsibilities. Specific duties and responsibilities may vary depending on department or program needs without changing the general nature and scope of the job or level of responsibility. Employees may also perform other duties as assigned.
- Ability to manage complex calendar scheduling
- Possess financial skills
- use of Microsoft Excel and Google docs.
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:
- 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, http://adminguide.stanford.edu.
WHY STANFORD IS FOR YOU:
Imagine a world without search engines or social platforms. Consider lives saved through first-ever organ transplants and research to cure illnesses. Stanford University has revolutionized the way we live and enrich the world. Supporting this mission is our diverse and dedicated 17,000 staff. We seek talent driven to impact the future of our legacy. Our culture and unique perks empower you with:
- Freedom to grow. We offer career development programs, tuition reimbursement, or audit a course. Join a TedTalk, film screening, or listen to a renowned author or global leader speak.
- A caring culture. We provide superb retirement plans, generous time-off, and family care resources.
- A healthier you. Climb our rock wall, or choose from hundreds of health or fitness classes at our world-class exercise facilities. We also provide excellent health care benefits.
- Discovery and fun. Stroll through historic sculptures, trails, and museums.
- Enviable resources. Enjoy free commuter programs, ridesharing incentives, discounts and more.
Stanford is an equal employment opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law.
- Schedule: Full-time
- Job Code: 4104
- Employee Status: Regular
- Grade: G
- Requisition ID: 86795