Administrative Associate 3

Location
California, United States
Posted
22 Oct 2020
End of advertisement period
21 Dec 2020
Ref
87527
Contract Type
Permanent
Hours
Full Time

The Department of Molecular and Cellular Physiology (MCP) in the School of Medicine is seeking an experienced, enthusiastic, and motivated Administrative Associate 3 (0.75 FTE) to provide administrative and operational support to three faculty members including one senior faculty member with a large and complex lab. This position will join a collaborative team of nine administrative staff members who support our 12 faculty in MCP along with their labs, research staff and many postdocs and graduate students.

This opening is great opportunity to support world-class scientific research, by being an effective organizer and administrator of lab support functions. Planning, communication, independent problem-solving and strong time-management skills are essential. Familiarity with research environments is an advantage in learning this job.  Administrative professionalism, including innovative ideas, detailed record-keeping, clear communication and interpersonal skills, is highly valued and supported.

Daily activities include scheduling, travel management, ordering lab materials, following up with vendors, processing reimbursements, and helping with correspondence. Other key tasks include assistance with grant proposals, maintenance of faculty “Other Support” and CVs, assisting with teaching materials and support, organization of office and supporting the organization if assigned labs.

**All MCP Administrative Staff are currently working from home during the COVID-19 pandemic. During this period, faculty and researchers are on campus on a limited basis, but many are also working mostly remote. This position will be located on the main Stanford campus once it is safe for non-essential staff to return in person. Longer term, we are considering flexible work arrangements such as partial work-from-home. **

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 and related equipment and facilities tasks.
  • Engage with Department’s administrative team in weekly huddles and to plan and implement department-wide events and other collaborative projects.

* - Other duties may also be assigned

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.

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.

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: Part-time
  • Job Code: 4103
  • Employee Status: Regular
  • Grade: F
  • Department URL: http://mcp.stanford.edu/
  • Requisition ID: 87527

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