Administrative Associate 4

Stanford Reglab; United States; Híbrido; USD 65.000 - 85.000; Jornada completa

Descripción de la vacante

Stanford University’s Department of Pathology is seeking a hybrid Administrative Associate 4 to deliver complex administrative support with minimal supervision. You will handle reception, communications, scheduling, travel arrangements, and financial transactions, supporting a fast-paced academic environment.

Responsibilities include coordinating conferences and events, drafting reports and presentations, maintaining unit documents, calendars, and budgets, and supervising staff as needed.

Formación

• High school diploma and six years of administrative experience.
• Excellent organizational and communication skills are required.
• Ability to manage complex calendars, travel, and financial transactions.
• Experience supporting academic or research programs is a plus.
• Strong computer skills and proficiency with office software and email applications.

Responsabilidades

• Provide complex administrative or operational support with minimal supervision.
• Perform reception duties, draft communications, and prepare reports and spreadsheets.
• Schedule and coordinate meetings, manage travel arrangements, and maintain office operations.
• Plan and coordinate complex conferences, seminars, and events, including vendor coordination and budgeting.
• Create and edit documents for presentations, course handouts, grants, and reports; ensure accuracy of unit content.
• Oversee calendar management, travel planning, and budget statements; reconcile discrepancies.
• Coordinate office moves and renovations; supervise administrative staff as needed.
• Analyze materials to extract pertinent information for briefing purposes.

Conocimientos

Advanced computer skills

Organizational skills

Verbal and written communication

Customer service and interpersonal

Prioritize and multi-task

Initiative and ownership

Sound judgment

Educación

High school diploma

Herramientas

Microsoft Office

Email applications

Descripción del empleo

Stanford University is one of the world’smost renowned universities, located in the heart of the San Francisco Bay Area among some of the world’s most innovative organizations.

You will work with a leading-edge community of faculty and staff who are advancing health care through research, education, and clinical care. You will have the opportunity to contribute innovative ideas, influence change, and support work that makes a meaningful difference. Our culture is fast-paced, collaborative, and continually evolving.

We offer a variety of benefits beyond traditional medical, dental, retirement, and savings options:

• Events and programs for children, sports camps, and tuition options
• Learning and development classes, workshops, and on-site conferences featuring leading speakers and faculty
• Work-life and family-friendly policies and reimbursement programs
• Opportunities to participate in Stanford’s social responsibility and sustainability programs
• A vibrant university culture that values the uniqueness of each individual

We are seeking candidates who are forward-thinking, approach challenges as opportunities to develop solutions, and bring the leadership, energy, and commitment necessary to support Stanford’s mission.

About the Department of Pathology

The Department of Pathology is a founding department of the Stanford School of Medicine and one of the leading pathology departments in the United States. Our faculty include emerging leaders and highly accomplished physicians and scientists, including a Nobel laureate and members of the National Academy. Our mission is to improve the diagnosis, treatment, and understanding of human disease through discovery, education, and clinical care.

Comprised of exceptional faculty, staff, and trainees, the department works to improve the ability to diagnose, treat, and understand the origins and manifestations of human disease and to care for those who have, or are at risk of developing, disease. We accomplish this through clinical services across anatomic and clinical pathology, including molecular and genomic pathology, histocompatibility testing, and transfusion medicine. Our research spans basic, translational, and clinical investigation into the origins and manifestations of disease, including efforts to improve disease prediction and prevention and advance precision health. We also educate and develop future leaders in pathology and related fields.

Everything we do supports our goals of providing high-quality clinical services, advancing the understanding, diagnosis, monitoring, treatment, and prevention of disease, and offering outstanding education and career development opportunities to those who share these goals.

About the Position

The Stanford University Department of Pathology is seeking a hybrid Administrative Associate 4 to provide complex administrative or operational support with minimal supervision. May be responsible for overseeing other administrative staff or subordinates.

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.
• Research and/or write background information for meetings. Participate in meetings on supervisor’s behalf, inform after the fact.
• 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 research 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) without prior 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. Make recommendations based on reports.
• 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 complex office moves. Plan and coordinate routine remodeling and renovations.
• Analyze and review material and extract pertinent information for briefing purposes.

Positions at this level also include one or more of the following duties:

• In conjunction with financial lead and/or principal investigator, assist with sponsored project research proposal submissions and post award administration.
• Responsible for leading the administrative functions of a program or unit.
• Perform human resources transactional support and/or faculty affairs support; coordinate or manage the visa process.
• Serve as building coordinator.
• Oversee or supervise day-to-day work of other administrative or support staff, 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 six 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.
• Proven success in following through and completing projects.
• Excellent organizational skills and attention to detail.
• Excellent 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.