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Administration
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91439 Requisition #

The Administration in Department of Biomedical Data Science at the Stanford School of Medicine is a tight-knit supportive team dedicated to providing high-level support to our world-class faculty, and it is in this effort that we are seeking an Administrative Associate 3 to provide administrative and operational support with limited supervision to the Department and faculty.  Reporting to the Director of Finance and Administration, the Administrative Associate 3 is responsible for independently managing a wide array of administrative tasks including but not limited to processing pre-award grant applications and other research administration tasks, processing postdoc and Research Assistant appointments, P-Card transactions, requisitions, reimbursements, and other general administrative support. This is an exciting opportunity to be a part of a dynamic team and play a pivotal role supporting three or more faculty within the Department.  We are looking for a pro-active self-starter with a great attitude who is resilient and resourceful, adapts well to new tasks and changing circumstances, and fits well into a workplace culture shaped by diverse perspectives, unique experiences, and inclusiveness.  This position may be responsible for leading other administrative staff or subordinates.  This position requires the ability to work a hybrid schedule with 2-3 in-person days/week. 

 

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.
  • Provide pre-award grant support to faculty and lab members, when requested. Coordinate w/ Finance Mgr to maintain bio-sketches and other support docs, update faculty websites, CV, current research etc.
  • Process postdoc and Research Assistant appointments in Graduate Financial Support system.
  • 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.
  • May lead staff or supervise day-to-day work of student and/or temporary workers, including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, reviewing work for quality and timeliness, and providing performance review input.

 

* - Other duties may also be assigned.

 

DESIRED QUALIFICATIONS:

  • Bachelor’s degree preferred.
  • Ability to effectively interact with faculty and staff at all levels in a professional manner.
  • Ability to handle sensitive and confidential information with discretion and tact.
  • Proactive self-starter with a “can-do” attitude.
  • Resilient and resourceful in adapting to new tasks and changing circumstances.
  • Continuous improvement mindset and desire to leverage/learn new tools/technology.
  • Experience and knowledge of Stanford’s systems and policies preferred.
  • Administrative experience in an academic setting.
  • Experience with Research Administration.
  • Experience with processing appointments in Graduate Financial Support system.

 

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.

 

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. 

 

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