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Research Administrative Assistant

4 months ago

Stanford, United States Stanford University Full time

Stanford University, School of Medicine is hiring multiple Research Administrative Assistants to provide administrative and operational support to faculty research labs. Responsibilities include managing complex calendar management, arranging domestic and international travel, processing travel expenses and reimbursements, and assisting with grant submissions.

The ideal candidate will have a proven track record in administrative support roles, preferably in healthcare or academia. Strong organizational skills, attention to detail, and the ability to manage multiple tasks simultaneously are crucial for success in this role. Excellent communication and interpersonal skills are also required, as the role involves interacting professionally with faculty, staff, and external stakeholders.

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

EDUCATION & EXPERIENCE

High school diploma and four years of administrative experience, or combination of education and relevant experience.

KNOWLEDGE, SKILLS AND ABILITIES

* 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.

The expected pay range for this position is $33.17 - $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.

Additional Information

* Schedule: Full-time
* Job Code: 4103
* Employee Status: Regular
* Grade: F
* Requisition ID: 92454
* Work Arrangement : Hybrid Eligible, On Site