Administrative Associate 3
Company: Stanford Medicine
Location: San Bruno
Posted on: June 17, 2022
Job Description:
We are seeking an experienced Administrative Associate to
support neurosurgery faculty who specialize in treating adult
patients with malignant and benign tumors, including glioma, brain
metastases, meningioma, vestibular schwannoma, and pituitary
adenomas. The research lab seeks greater understanding of the
genetic and epigenetic mechanisms driving tumorigenesis and disease
progression in malignant brain tumors. We currently study the
capacity of cellular and cell-free nucleic acids to inform cancer
biology and response to therapy. We also use single cell and cell
subtype-specific transcriptomics to identify and target malignant
cancer cells, mechanisms of tumor migration, and to stop tumor
growth. The laboratory is a unique and collaborative working
environment, engaged in a dynamic research environment at Stanford.
The laboratory space lies at the heart of the Stanford campus
between the core campus and the medical facilities, emblematic of
the translational aspects of our work.
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.
- Other duties may also be assigned
DESIRED QUALIFICATIONS:
- Experience with research administration, especially the
pre-award process of grant and contract proposal preparation,
submission, policies and procedures.
- Knowledge of NIH and other federal agencies, foundation
regulations and proposal requirements.
- Knowledge and experience with an academic research setting
- Demonstrated ability to be organized and flexible in an
environment, which requires continuous monitoring of
priorities.
- Collaborative with strong interpersonal skills
- Willingness to learn and be a self-starter
- Willingness to take on new challenges and openness to
change.
- Knowledge and ability to understand, interpret, and communicate
university policies and procedures.
- Excellent analytical skills; demonstrated proficiency in Excel
and web-based tools.
- Strong accounting skills; knowledge of accounting
principles.
- Ability to complete Cardinal Curriculum I and II within first
year in role.
- Knowledge of procurement needs, including sole-sourcing, cost
analyses, vendor requirements, and small business reporting.
- Extreme attention to detail.
- Ability to work well independently, but also to seek or offer
assistance when needed.
- Excellent time management and organizational skills.
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
As an organization that receives federal funding, Stanford
University has a COVID-19 vaccination requirement that will apply
to all university employees, including those working remotely in
the United States and applicable subcontractors. To learn more
about COVID policies and guidelines for Stanford University Staff,
please visit
https://cardinalatwork.stanford.edu/working-stanford/covid-19/interim-policies/covid-19-surveillance-testing-policy
Additional Information
- Schedule: Full-time
- Job Code: 4103
- Employee Status: Regular
- Pay Grade: F
- Department URL: http://neurosurgery.stanford.edu
- Requisition ID: 93163 As an organization that receives federal
funding, Stanford University has a COVID-19 vaccination requirement
that will apply to all university employees, including those
working remotely in the United States and applicable
subcontractors. To learn more about COVID policies and guidelines
for Stanford University Staff, please visit
https://cardinalatwork.stanford.edu/working-stanford/covid-19/interim-policies/covid-19-surveillance-testing-policy
Keywords: Stanford Medicine, San Bruno , Administrative Associate 3, Administration, Clerical , San Bruno, California
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