The Department of Chemical and Systems Biology at Stanford University is seeking an Administrative Associate 3 to provide administrative support to faculty and lab members, aiming to advance biomedical science through basic research and clinical therapy translation.
Requirements
- Advanced computer skills and demonstrated experience with office software and email applications.
- Ability to prioritize, multi-task, and assign work to others.
- Ability to routinely and independently exercise sound judgment in making decisions
Responsibilities
- 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 events 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.
- Coordinate and monitor routine maintenance services completion.
Other
- 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.
- 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.
- This position is based on the Stanford University campus, and the candidate will have the option of working under a hybrid work arrangement, subject to operational needs.
- 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 take initiative and ownership of projects.
- High school diploma and four years of administrative experience, or combination of education and relevant experience.
- Bachelor’s degree preferred.
