Administrative Associate 3

School of Medicine; Palo Alto (CA); Hybrid; USD 65,000 - 90,000; Full time

Job summary

Stanford University’s Department of Developmental Biology is seeking an Administrative Associate 3 on the main campus with a hybrid schedule. The role provides administrative and operational support to 3 faculty and department initiatives on community college access to science.

The successful candidate will have excellent interpersonal and computer skills, and the ability to work independently across multiple areas within a premier basic science department that attracts leading students,

Qualifications

• High school diploma and four years of administrative experience, or combination of education and relevant experience.
• Advanced computer skills and experience with office software.
• Strong organizational and communication abilities.

Responsibilities

• Act on behalf of supervisor to establish priorities and resolve administrative problems.
• Coordinate scheduling, conferences, events, vendors, and budgeting.
• Draft documents and correspondence; edit content for presentations and reports.
• Plan calendars and travel in compliance with policies.
• Create complex reports and spreadsheets; monitor financials and budgets.

Skills

Advanced computer skills

Organizational skills

Communication skills

Interpersonal skills

Multitasking

Project coordination

Education

High school diploma

Administrative experience

Tools

Office suite

Job description

Job Description

The Department of Developmental Biology at Stanford University is seeking an Administrative Associate 3. This position is located on the main campus, as a hybrid schedule. This position will provide administrative and operational support to 3 Faculty and department initiatives on community college access to science. The ideal candidate will have excellent interpersonal and computer skills and will be able to operate independently in multiple areas. Developmental Biology is one of the premier basic science departments in the country, attracting stellar graduate students and fellows who advance to positions as top scientists and academic leaders in their field.

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.
• Assist in the preparation of routine proposals within parameters of sponsored and non-sponsored research guidelines. Coordinate and communicate submission process, both paper and electronic, review documents for completeness and compliance. Process and monitor financial transactions. M onitor post award spending and commitment activity.
• 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.
• 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.

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.

Responsibilities

Core Duties

• 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. 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.

Minimum Education And Experience

High school diploma and four years of administrative experience, or combination of education and relevant experience.

Knowledge, Skills And Abilities

• 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.
• Excellent 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.