Administrative Associate 3 (Hybrid)

Stanford Reglab; California; Hybrid; USD 60,000 - 90,000; Full time

Benefits offered by this job

Hybrid eligibility

Job summary

Stanford University in California seeks an Administrative Associate 3 to support multiple faculty and the Department of Urology with a range of administrative tasks. The role offers hybrid eligibility and requires independent judgment and prioritization within a busy academic setting.

Responsibilities include scheduling, communications, travel coordination, budget-related tasks, and preparing reports and documents.

Qualifications

• Two-year College Degree and 3 years of administrative experience required.
• Academic institution experience is a plus.
• Familiarity with the Grant Application Process.
• Proficient with software systems: Stanford University eBusiness Suite, EndNote, MS Office Suite.

Responsibilities

• Perform a variety of administrative duties including reception, communications, documents, reports, and spreadsheets.
• Schedule and coordinate meetings; arrange travel; manage office operations.
• Prepare and edit documents, course handouts, grants, conferences, and surveys.
• Plan calendars, resolve conflicts, and ensure compliance with policies.

Skills

Advanced computer skills

Strong communication

Organizational skills

Multi-tasking

Initiative

Education

Two-year College Degree

Academic institution experience

Tools

Stanford University eBusiness Suite

EndNote

MS Office Suite

Job description

This position is hybrid eligible.

Stanford University, School of Medicine, Department of Urology is seeking a qualified candidate to fill an Administrative Associate 3 job opening. The person selected for this role will be involved in supporting multiple faculty as well as other department administrative needs and provide operational support with limited supervision. Desired candidate will possess the ability to work very independently and be capable of executing decisions with sometimes limited information. The Administrative Associate will manage their own administrative workflow, research and provide resources for faculty, assess priorities and provide guidance to team members and faculty as necessary.

DESIRED QUALIFICATIONS:

• Two-year College Degree and 3 years of administrative experience.
• Academic institution experience a plus.
• Familiarity with the Grant Application Process.
• Proficient with software systems: Stanford University eBusiness Suite, EndNote, MS Office Suite

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.

Why Stanford is for You

Imagine a world without search engines or social platforms. Consider lives saved through first-ever organ transplants and research to cure illnesses. Stanford University has revolutionized the way we live and enrich the world. Supporting this mission is our diverse and dedicated 17,000 staff. We seek talent driven to impact the future of our legacy. Our culture and unique perks empower you with:

• Freedom to grow. We offer career development programs, tuition reimbursement, or audit a course. Join a TedTalk, film screening, or listen to a renowned author or global leader speak.
• A caring culture. We provide superb retirement plans, generous time-off, and family care resources.
• A healthier you. Climb our rock wall, or choose from hundreds of health or fitness classes at our world-class exercise facilities. We also provide excellent health care benefits.
• Discovery and fun. Stroll through historic sculptures, trails, and museums.
• Enviable resources. Enjoy free commuter programs, ridesharing incentives, discounts and more.

Perform a variety of administrative duties which may include reception duties, creating and editing communications, documents, reports and spreadsheets, scheduling and/or coordinating meetings, making travel arrangements, managing or maintaining office operations, performing employment and financial transactions.

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.