Administrative Associate 3

　　School of Medicine, Stanford, California, United States

　　Administration

　　Post Date Jan 18, 2024

　　Requisition # 101976

　　Stanford University is one of the world’s most renowned universities. Sitting in the heart of the San Francisco Bay Area among the valley’s most progressive companies.

　　You will be working with an unparalleled leading-edge community of faculty and staff that are fundamentally changing the world of health care. You will have the opportunity to influence and drive change with your innovative ideas, the ability to make a difference and participate in human advancements. Our culture is fast-paced, energetic, and growing all of the time.

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

　　Events and programs for children, sports camps, tuition options

　　World-class intellectual stimulation through learning and development classes, workshops, and onsite conferences from leading-edge speakers and faculty

　　Work/life and family-friendly policies and reimbursement

　　Participation in Stanford’s social responsibility and sustainable programs for a better world

　　A vibrant university culture that values the uniqueness of each individual

　　We are seeking candidates who are progressive thinkers, see challenges as simply problems to solve, and have the spirit and energy to change the world.

　　About the Department of Pathology:

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

　　About the Position:

　　The Department of Pathology at the School of Medicine at Stanford University is actively seeking an Administrative Associate 3 to offer indispensable administrative and operational support with a proactive 'can-do' attitude and outstanding communication skills within a diverse and dynamic work environment. You will play a pivotal role in supporting faculty members as you will be their primary point of contact. This role will showcase your exceptional organizational prowess, resourcefulness, and multitasking abilities. Your responsibilities include managing a spectrum of administrative tasks, such as coordinating event schedules, handling travel arrangements, and providing assistance with routine financial inquiries.

　　As the primary liaison between faculty and the department, you will foster effective communication through analytical problem-solving skills. Your positive 'can-do' attitude and amiable demeanor will be instrumental in creating a harmonious working environment, facilitating seamless interactions within a dynamic team. Beyond administrative duties, you'll take on hands-on responsibilities like distributing faculty mail on-site and addressing in-person tasks that may arise.

　　This role is an opportunity to make meaningful contributions to the department's efficient functioning, supporting its mission through meticulous attention to detail, adaptability to dynamic situations, and maintaining a high level of confidentiality. If you are a proactive professional with excellent communication skills and a passion for administrative excellence, we invite you to join our team and contribute to the success of The Department of Pathology.

　　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.

　　Respond to inquiries taking appropriate action as required. Serve as a resource and first point of onsite contact within the department.

　　Perform duties associated with scheduling, organizing, conferences, seminars, and events, including researching / recommending vendors for services, overseeing the production and distribution of materials, coordinating logistics, and serving as liaison with internal and external vendors.

　　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.

　　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.

　　Maintain office supplies and equipment; obtain vendor quotations, as needed.

　　May serve as the point of contact for general maintenance, health and safety, and other facility concerns within the unit(s); report any incidents or potential safety problems to appropriate representatives.

　　Maintain approved content on websites.

　　Draft and/or generate routine communications; coordinate production (formatting, copying, etc.) and dissemination of documents, such as presentations, course handouts, grant proposals, conference and seminar materials, complex reports, brochures, and displays.

　　* - Other duties may also be assigned

　　Desired Qualifications:

　　Experience with Doodle polls, Zoom, and Bluejeans

　　Experience with submitting Grant and Research agreements.

　　Preferred experience with post award research account management

　　Ability to learn and stay updated about university and government policies (FAR, Cost Accounting Standards, Office of Management and Budget circulars, sponsored guidelines, etc.) to properly administer sponsored projects.

　　Demonstrated understanding of terminology, such as compliance, title, sub-contractor, consultant, audit, and accounting review.

　　Willingness and ability to understand and interpret university policies and procedures.

　　Extreme attention to detail.

　　Excellent time management and organizational skills.

　　Education & Experience (Required):

　　High school diploma and four years of administrative experience, or a 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.

　　Working Conditions:

　　This position may have a flexible work location, with the possible ability to be either co-located near the Stanford campus in Palo Alto, CA as a hybrid worker.

　　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, 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.

　　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 course auditing. 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

　　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.

　　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.

　　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.

　　Additional Information

　　Schedule: Full-time

　　Job Code: 4098

　　Employee Status: Regular

　　Grade: F

　　Requisition ID: 101976

　　Work Arrangement : Hybrid Eligible