Administrative Associate 3

Location
California, United States
Posted
29 Oct 2020
End of advertisement period
28 Dec 2020
Ref
87610
Contract Type
Permanent
Hours
Full Time

Stanford University, located between San Francisco and San Jose in the heart of California's Silicon Valley, is one of the world's leading teaching and research universities. Since its opening in 1891, Stanford has been dedicated to finding solutions to big challenges and to preparing students for leadership in a complex world.

Supporting that mission is a staff of more than 10,000, which is rooted in a culture of excellence and values innovation, collaboration, and life-long learning. To foster the talents and aspirations of our staff, Stanford offers career development programs, competitive pay that reflects market trends and benefits that increase financial stability and promote healthy, fulfilling lives. An award- winning employer, Stanford offers an exceptional setting for professionals looking to advance their careers”

The Department of Genetics at Stanford University is seeking an Administrative Associate to provide administrative support working under general supervision of three faculty members.

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.
  • 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.

* - Other duties may also be assigned.

DESIRED QUALIFICATIONS:

  • At least two years of administrative experience working in a higher education institute.
  • At least one year of experience with coordinating pre-award research grant proposal submissions.

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 (from JDL):

  • 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: 7501
  • Employee Status: Regular
  • Grade: F
  • Department URL: http://genetics.stanford.edu/
  • Requisition ID: 87610

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