Administrative Associate 3

Administrative Associate

Stanford University, located between San Francisco and San Jose in the heart of California's Silicon Valley, is one of the world's leading teaching and research universities. Since its opening in 1891, Stanford has been dedicated to finding solutions to big challenges and to preparing students for leadership in a complex world. 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.

The Department of Structural Biology is a world leader in molecular and structural biology. The discipline sits at the interface of physics, chemistry, and biology to address a wide array of biological challenges from transcription and translation to cellular signaling and virus structural biology. Our Department includes distinguished faculty and staff, among them two Nobel Laureates, committed to fostering Stanford's culture of innovation through collaboration and cross-disciplinary exploration.

With over 100 faculty, staff, students and fellows, our Department is at the forefront of advancing biomedical science. We leverage molecular and quantitative approaches in basic research while translating groundbreaking discoveries into new clinical therapies. Recognized as one of the premier departments in the nation, we attract top-tier graduate students and fellows who shape the future as leaders in scientific research and academia.

The Department of Structural Biology is seeking an experienced Administrative Associate to support multiple faculty members and their labs, along with providing general Departmental support with limited supervision. Our core values emphasize professionalism, integrity, personal responsibility, and service.

We are looking for a proactive self-starter with a positive attitude someone who is resilient, resourceful, and easily adapts to new tasks and changing circumstances. The ideal candidate will thrive in our dynamic culture and embody a customer-centric, collaborative approach. They will demonstrate sound judgement, effective communication skills (both written and oral), and meticulous attention to detail.

Duties include :

• Act on behalf of the supervisor, department manager, or chair in regard 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.

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.

The expected pay range for this position is $39.20 to $45.56 per hour.

At Stanford University, base pay represents only one aspect of the comprehensive rewards package. The Cardinal at Work website 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.

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.

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.

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.