Overview
Administrative Associate/Hybrid Jobs in Palo Alto – California – USA at Stanford University
Position: Administrative Associate 3 (Hybrid)
Job Description
The Administration in Department of Biomedical Data Science at the Stanford School of Medicine is a tight-knitsupportive teamdedicated to providing high-level support to our world-class faculty, and we are seeking an Administrative Associate 3 (AA3) to provide administrative and operational support with limited supervision to the Department and faculty. Reporting to the Director of Finance and Administration, the AA3 is responsible for independently managing a wide array of administrative tasks.
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 bydiverseperspectives, unique experiences, and inclusiveness. This position may be responsible for leading other administrative staff on tasks and initiatives. 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
The expected pay range for this position is $33.17 to $43.75 per hour.
Stanford University provides pay ranges representing its good faith estimate of what the university reasonably expects to pay for a position. The pay offered to a selected candidate will be determined based on factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate,…
Title: Administrative Associate/Hybrid
Company: Stanford University
Location: Palo Alto – California – USA
Category: Administrative/Clerical
