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Stanford University · 2 months ago

Administrative Associate 3

Stanford, CA

Full-time

Onsite

Mid Level

$39.20/hr - $45.56/hr

4+ years exp

Stanford University is one of the world’s leading teaching and research universities, located in California’s Silicon Valley. The Department of Structural Biology is seeking an experienced Administrative Associate to support multiple faculty members and their labs, providing general departmental support with limited supervision.

EducationHigher EducationUniversities

Growth Opportunities

Responsibilities

Act on behalf of the supervisor, department manager, or chair in regard 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

Qualification

Advanced computer skillsOrganizational skillsVerbal communicationWritten communicationCustomer serviceAttention to detailInitiativeOwnershipMulti-taskingInterpersonal skillsTeamwork

Required

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

Preferred

Demonstrated ability to take initiative, ownership, and accountability of all duties, responsibilities, work and projects

Exceptional planning, organizational skills, and attention to detail and accuracy

Exceptional customer service and interpersonal communication skills

Exceptional written and verbal communication skills

Demonstrated ability to prioritize own work, multi-task, and follow-through on work and projects

Demonstrated ability to work independently and as a part of a team

Benefits

Stanford University provides pay ranges representing its good faith estimate of what the university reasonably expects to pay for a position.

At Stanford University, base pay represents only one aspect of the comprehensive rewards package.

The Cardinal at Work website (https://cardinalatwork.stanford.edu/benefits-rewards) provides detailed information on Stanford’s extensive range of benefits and rewards offered to employees.