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Administration
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Administrative Associate 3
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DESCRIPTION

Administrative Associate, Classification F, 100% FTE, Non-Exempt

Dean of Research, Geballe Laboratory for Advanced Materials (GLAM)

 

The Geballe Laboratory for Advanced Materials (GLAM) is an Independent Laboratory that supports the research activities of Stanford faculty members from the departments of Physics, Applied Physics, and Materials Science and Engineering. Some of the research programs at GLAM are large and complex, involving strong connections to various departments and schools at Stanford and to SLAC, as well as to several federal and non-federal funding agencies (NSF, DOE, Moore Foundation, etc.).

This Administrative Associate position is one of eight positions responsible for general support to GLAM faculty and their respective research groups which include postdoctoral scholars, graduate students, visiting scholars/researchers and visiting faculty.

All Applicants must submit a 1-page cover letter summarizing why they are interested in this position, their direct experience with the duties as described in the job posting, and how their qualifications relate to this position. Be specific and include examples of exceptional cases or projects in which they have been directly involved. Highlight any related achievements or other relevant experiences not already listed on the resume.

GLAM Website: http://glam.stanford.edu

JOB PURPOSE:

Provide administrative or operational support with limited supervision.

 
CORE DUTIES*:
  • Act on behalf of the supervisor 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.  Plan and coordinate office moves and/or minor renovation projects.
QUALIFICATIONS:
  • High school diploma and four years of administrative experience, or combination of education and relevant experience
  • 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*:
  • Ability to perform desk-based computer tasks
  • Frequent sitting
  • Occasional standing/walking, reaching/working above shoulder level, light or forceful grasping/fine manipulation, telephone use
  • Capability to sort/file paperwork or parts, lift/carry/push/pull objects that weigh up to 10 pounds
  • Minimal twisting/bending/stooping/squatting/kneeling/crawling

*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.

 

EXPERIENCE A CULTURE OF EXCELLENCE

At Stanford University, not only are you part of an exceptional team that values innovation and education, but you also become part of a culture that brings out the best in you. Recently earning the top ranking in The Chronicle of Higher Education’s list of “Great Colleges to Work For,” Stanford University is an ideal setting for administrative professionals looking to advance their careers.

As one of the world’s premier research institutions, Stanford University has launched hundreds of initiatives solely for the betterment of humanity. Here, we are committed to fostering a workplace culture that promotes diversity, collaboration and professional growth. We offer career development programs, competitive pay that reflects market trends and benefits that increase financial stability and promote healthy, fulfilling lives. 

To learn more about our Administrative Associate 3 position and apply, please visit stanfordcareers.stanford.edu.

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.


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