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Administrative Associate 3

School of Medicine, Stanford, California, United States

Administration

Post Date Apr 26, 2024

Requisition # 103034

Stanford University is seeking an Administrative Associate 3 to provide administrative support working under general supervision in the Department of Radiation Oncology, Division of Radiation and Cancer Biology. The AA will report directly to the Division Manager in the Department of Radiation Oncology and will support 3 faculty members and administrative tasks for the Division.

The AA3 will provide support to the research labs of the 3 faculty members that include, processing orders and shipments, scheduling meetings among lab members and the faculty member, maintaining and updating lab websites, complex travel arrangements, process travel and reimbursement expense reports, grant submission support, and submitting, updating, and maintaining animal protocols in the e-protocol system, and monitoring the inventory supplies of the Division. The AA3 will be responsible, but not limited to, scheduling the division conference rooms, distributing the division mail, providing backup support to the other administrative team members.

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.

• 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:

2-year degree, 2 years of related experience.

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 $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.

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 acontact 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: 103034

• Work Arrangement : Hybrid Eligible