Administrative Associate 3
Stanford University is seeking a Administrative Associate 3 (AA3) to provide administrative, operational, and research administration support working with limited supervision.
The Department of Pediatrics is a dynamic, stimulating place to work and because we are focused on growth and improve excellence, our staff have particularly challenging and rewarding roles.
We are seeking an outstanding Administrative Associate to join our team to support the division of Human Gene Therapy faculty and staff in the Department of Pediatrics under the direction of the Division Manager.
Duties include:
o Respond to inquiries, and determine and take appropriate action as required.
Serve as a resource regarding a defined set of policies and procedures.
o Perform duties associated with scheduling, organizing, and events, including recommending vendors for services, overseeing the production and distribution of materials, coordinating logistics, and serving as liaison with internal and external vendors.
o Will assist with vendor contract setups and extensions.
o Coordinate visa related documentation with Department Human Resources for any lab personnel o May assisting in drafting 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, and displays.
o May assist with planning and scheduling calendar(s) based on consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
o Process and monitor routine financial transactions, which may include researching and resolving discrepancies.
o Will assist in ordering and tracking lab supplies o Maintain office supplies and equipment; obtain vendor quotations, as needed.
Coordinate office moves (if any).
o 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.
o May guide and train student and/or contingent workers including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, and reviewing work for quality and timeliness.
o Will assist with on-boarding new lab membersStanford 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.
The pay range for this position working in the California Bay area is between $66,000 - $91,000.
- Other duties may also be assigned
Qualifications:
Experience with Microsoft Office (Excel, PowerPoint, Word) Experience with Outlook email and calendaring Experience with Pcard and Tcard processing/reconciliation Experience with Oracle financial systems Experience using Slack, Zoom, etc.
Experience with Google suite (Google docs, etc) EDUCATION & EXPERIENCE (REQUIRED):
High school diploma or Bachelor's degree (preferred) 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 CERTIFICATIONS & LICENSES:
None 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 Recommended Skills Administration Attention To Detail Calendaring Software Coaching And Mentoring Communication Consulting Estimated Salary: $20 to $28 per hour based on qualifications.
The Department of Pediatrics is a dynamic, stimulating place to work and because we are focused on growth and improve excellence, our staff have particularly challenging and rewarding roles.
We are seeking an outstanding Administrative Associate to join our team to support the division of Human Gene Therapy faculty and staff in the Department of Pediatrics under the direction of the Division Manager.
Duties include:
o Respond to inquiries, and determine and take appropriate action as required.
Serve as a resource regarding a defined set of policies and procedures.
o Perform duties associated with scheduling, organizing, and events, including recommending vendors for services, overseeing the production and distribution of materials, coordinating logistics, and serving as liaison with internal and external vendors.
o Will assist with vendor contract setups and extensions.
o Coordinate visa related documentation with Department Human Resources for any lab personnel o May assisting in drafting 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, and displays.
o May assist with planning and scheduling calendar(s) based on consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
o Process and monitor routine financial transactions, which may include researching and resolving discrepancies.
o Will assist in ordering and tracking lab supplies o Maintain office supplies and equipment; obtain vendor quotations, as needed.
Coordinate office moves (if any).
o 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.
o May guide and train student and/or contingent workers including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, and reviewing work for quality and timeliness.
o Will assist with on-boarding new lab membersStanford 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.
The pay range for this position working in the California Bay area is between $66,000 - $91,000.
- Other duties may also be assigned
Qualifications:
Experience with Microsoft Office (Excel, PowerPoint, Word) Experience with Outlook email and calendaring Experience with Pcard and Tcard processing/reconciliation Experience with Oracle financial systems Experience using Slack, Zoom, etc.
Experience with Google suite (Google docs, etc) EDUCATION & EXPERIENCE (REQUIRED):
High school diploma or Bachelor's degree (preferred) 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 CERTIFICATIONS & LICENSES:
None 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 Recommended Skills Administration Attention To Detail Calendaring Software Coaching And Mentoring Communication Consulting Estimated Salary: $20 to $28 per hour based on qualifications.
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