Administrative Associate 3
Stanford University · Stanford, California, United States · hybrid
The Administration team in the Department of Biomedical Data Science at the Stanford School of Medicine is a tight-knit supportive team dedicated 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 Associate 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 by diverse perspectives, 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 on-site three to four days per week.
The budgeted pay range for this position is $40.09 to $47.04 per hour.
Stanford University provides pay ranges that reflect a good-faith estimate of what it expects to pay for a role. Actual pay depends on factors such as the candidate's experience, education, and skills.
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.
- 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.
Minimum Education and
Experience
High school diploma and four 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.
- Demonstrated success in following through and completing
projects.
- Excellent organizational skills and attention to detail.
- Excellent 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.