"Alerted.org

Administrative Associate 3

School of Medicine, Stanford, California, United States

New

Administration

Post Date 1 day ago

Requisition # 107948

The Department of Neurology and Neurological Sciences is seeking a highly organized and proactive Administrative Associate 3 to join our team. This position plays a crucial role in supporting the wellbeing of our faculty and trainees while also assisting in faculty-led research initiatives. Additionally, this role will lead our Staff Wellness Committee, working to promote a culture of wellness and support within the organization. The ideal candidate will demonstrate excellent communication skills, attention to detail, and a passion for fostering a positive and productive academic environment.

Duties include*:

+ Provide administrative support for programs and initiatives focused on faculty and trainee wellbeing, including scheduling workshops, events, and meetings.

+ Assist faculty members with research-related administrative tasks, including grant application preparation, data management, and compliance documentation.

+ Maintain and organize records related to wellbeing initiatives and research projects.

+ 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.

_* - Other duties may also be assigned._

DESIRED QUALIFICATIONS:

+ 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.

EDUCATION & EXPERIENCE (REQUIRED):

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

KNOWLEDGE, SKILLS AND ABILITIES (REQUIRED):

+ 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.

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

_The expected pay range for this position is $39.20 to $45.56 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, departmental budget availability, internal equity, geographic location and external market pay for comparable jobs._

_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. Specifics about the rewards package for this position may be discussed during the hiring process._

_Consistent with its obligations under the law, the University will provide reasonable accommodations to applicants and employees with disabilities. Applicants requiring a reasonable accommodation for any part of the application or hiring process should contact Stanford University Human Resources by submitting a_ _contact form_ _._

_Stanford is an equal employment opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law._

_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._

Additional Information

+ **Schedule: Full-time**

+ **Job Code: 4098**

+ **Employee Status: Regular**

+ **Grade: F**

+ **Requisition ID: 107948**

+ **Work Arrangement : Hybrid Eligible**