Administrative Associate

2 weeks ago

Stanford, United States Stanford University Full time

and metrics-driven strategies to serve the health needs of individuals and populations. The Administrative Core is structured to enhance efficiency, quality, and productivity while promoting efficient and effective collaboration and communication among Spectrum participants, network partners, our local community, and the public in general. Spectrum’s administrative core aims to minimize the administrative burden of Cores’ activities and services while encouraging metrics-driven continuous improvement of all Cores’ functions.

Reporting to the Spectrum CTSA Hub QA/QC Program Manager, the Administrative Associate would be responsible for independently managing a wide array of administrative tasks including but not limited to coordinating program reports collection, event organizing, meeting scheduling, and general administrative support. The Administrative Associate will also be responsible for user surveys for our research service centers. Stanford hosts a comprehensive variety of facilities available to researchers, supporting their efforts with resources, instruments, and services. The Stanford University School of Medicine supports a number of shared research facilities housing specialized scientific instruments and services. These include 21 scientific Service Centers, which are open to all researchers in the University at predetermined fees.

This is an exciting opportunity to be a part of a dynamic team supporting staff, faculty, and scientific service centers within the School of Medicine. We are looking for a proactive self-starter with a “can-do” attitude who is resilient and resourceful in adapting to new tasks and changing circumstances.

Duties include:

- Respond to inquiries and determine and take appropriate action as required. Serve as a resource regarding a defined set of policies and procedures.
- Perform duties associated with scheduling, organizing, and operating conferences, seminars, and events, including recommending vendors for services, overseeing the production and distribution of materials, coordinating logistics, and serving as liaison with internal and external vendors.
- Draft and/or generate routine communications; coordinate production (formatting, copying, etc.) and dissemination of documents, such as presentations, course handouts, grant proposals, conference and seminar materials, complex reports, brochures, and displays.
- Plan and schedule calendar(s) based on consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
- Process and monitor routine financial transactions, which may include researching and resolving discrepancies.
- Maintain office supplies and equipment; obtain vendor quotations, as needed. Coordinate office moves.
- May serve as the point of contact for general maintenance, health and safety, and other facility concerns within the unit(s); report any incidents or potential safety problems to appropriate representatives. Track completion of required training.
- Maintain approved content on websites.
- May perform human resources transactional support, e.g. time cards, I9s, and/or faculty affairs support.
- May guide and train student and/or contingent workers including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, and reviewing work for quality and timeliness.
- Other duties may also be assigned

DESIRED QUALIFICATIONS:

- Experience managing event planning and execution, including arranging catering
- Experience scheduling large high-profile meetings
- Proficiency with Microsoft Office suite (Word, Excel, PowerPoint)
- Strong editing skills and excellent attention to detail
- Experience with Qualtrics of other survey platforms
- Experience with Dimensions or other citation databases

EDUCATION & EXPERIENCE (REQUIRED):
High school diploma and three years of administrative experience, or combination of education and relevant experience.

KNOWLEDGE, SKILLS AND ABILITIES (REQUIRED):

- Demonstrated success in following through and completing routine tasks.
- Strong organizational skills and attention to detail.
- Strong verbal and written communication skills.
- Excellent customer service and interpersonal skills.
- Ability to prioritize and multi-task.

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.

WORKING CONDITIONS:
WORK STANDARDS (from JDL)
- Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clie

  • Administrative Associate

    24 hours ago

    Stanford, United States Stanford University Full time

    The Stanford University Vera Moulton Wall Center is seeking an Administrative Associate to provide administrative and operational support with limited supervision. May be responsible for leading other administrative staff or subordinates. **Duties include**: - Act on behalf of the supervisor or Director(s) in regards to establishing priorities and...

  • OCRO Administrative Associate

    1 month ago

    Stanford, United States Stanford University Full time

    The OCRO Administrative Associate provides advanced, diversified office, project, and administrative coordination, and support of a substantial and confidential nature within the Office of the Chief Risk Officer. The role closely collaborates with an Administrative, Associate, Skills, Business Services, Reports

  • Administrative Associate

    6 hours ago

    Stanford, United States Stanford University Full time

    The Department of Dermatology is seeking a highly motivated, hardworking and experienced administrative professional to join our team as an Administrative Associate 2. The Department of Dermatology at Stanford University School of Medicine is a premier department who is committed to the highest level of patient care, as well as the discovery and development...

  • Senior Administrative Associate

    1 month ago

    Stanford, United States Stanford University Full time

    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 op Administrative, Associate, Senior, Technology

  • Administrative Associate

    6 days ago

    Stanford, United States Stanford University Full time

    The Department of Neurology is seeking an Administrative Associate 3 to provide administrative and operational support in the Division of Movement Disorders. **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. -...

  • Administrative Associate

    2 weeks ago

    Stanford, United States Stanford University Full time

    The Office of Undergraduate Admissionassembles a freshman class of 1,700 students and a transfer class of approximately 25-40 students each year. We strive to build a class that cuts across a number of dimensions to add to a rich and diverse undergraduate educational experience for everyone. We believe that a student body that is both highly qualified and...

  • Administrative Associate

    3 weeks ago

    Stanford, United States Stanford University Full time

    The Office of Undergraduate Admissionassembles a freshman class of 1,700 students and a transfer class of approximately 25-40 students each year. We strive to build a class that cuts across a number of dimensions to add to a rich and diverse undergraduate educational experience for everyone. We believe that a student body that is both highly qualified and...

  • Administrative Associate 3

    7 days ago

    Stanford, United States Stanford University Full time

    Grade: F FTE: 100% Work Location: Hybrid (on and off-site) The Division is rapidly expanding with long-tenured faculty, staff, and leadership. The Administrative Associate will have a great deal of exposure to clinical and administrative operational areas, and will be communicating with a broad range of individuals at the Executive level, internally and...

  • Administrative Associate I

    1 week ago

    Stanford, United States Leadstack Inc Full time

    LeadStack Inc. is an award-winning, one of the nation’s fastest-growing, certified minority-owned (MBE) staffing services provider of the contingent workforce. As a recognized industry leader in contingent workforce solutions and Certified as a Great Place to Work, we’re proud to partner with some of the most admired Fortune 500 brands in the world. We...

  • Administrative Associate 3

    2 days ago

    Stanford, United States Stanford University Full time

    The Department of Pediatrics, Division of Neonatal and Developmental Medicine aims to provide optimum state-of -the-art care for critically ill and recovering neonates and infants. We are dedicated to the School of Medicine's mission of advancing and exploring innovative and novel biomedical, translational, and clinical research and education through the...

  • Administrative Associate 1

    4 weeks ago

    Stanford, United States Select Source International Full time

    Job DescriptionJob DescriptionJob Title :    Administrative Associate 1Job ID :        1318301Duration :   02 Months ContractLocation :    Stanford, CA 94305Pay Rate :   $35.00/hr. on W2 Please note: If an offer is extended to you for this role – Per the client, The below requirements/onboarding screens must be completed and cleared, for...

  • Associate Research Administrator

    1 month ago

    Stanford, United States Stanford University Full time

    The School of Engineering (So. E)Stanford Engineering has been at the forefront of innovation for nearly a century, creating pivotal technologies that have transformed the worlds of information technology, communications, health care, energy, busines Research, Administrator, Associate, Accounting, Skills, Engineer

  • Administrative Associate 3

    3 weeks ago

    Stanford, United States Stanford University Full time

    Are you detail-oriented, organized, and passionate about supporting top-tier medical professionals? The Division of Cardiovascular Medicine seeks a dynamic individual to join our team as an Administrative Associate 3. The Division of Cardiovascular Medicine is at the forefront of cutting-edge research, clinical care, and education in the field of cardiology....

  • Administrative Associate 3

    1 week ago

    Stanford, United States Stanford University Full time

    The Division of Cardiovascular Medicine is seeking an experienced Administrative Professional to join our dynamic team as an Administrative Associate 3. This is one of 3 new positions we are hiring as we grow our team. Within this role you will play a key part in supporting world renowned cardiologists, daily operations of our Division, and contribute to the...

  • OCRO Administrative Associate

    2 weeks ago

    Stanford, United States Stanford University Full time

    Stanford is one of the world's leading universities, supported by diverse staff who share a passion for the University's teaching, learning, research, and clinical care mission. Stanford provides a culture of excellence, innovation, collaboration, and life-long learning. Explore some of the many perks enjoyed by our employees. Along with many of the...

  • OCRO Administrative Associate

    3 weeks ago

    Stanford, United States Stanford University Full time

    Stanford is one of the world's leading universities, supported by diverse staff who share a passion for the University's teaching, learning, research, and clinical care mission. Stanford provides a culture of excellence, innovation, collaboration, and life-long learning. Explore some of the many perks enjoyed by our employees. Along with many of the...

  • Administrative Associate 3 Hybrid

    3 weeks ago

    Stanford, United States Stanford University Full time

    The Department of Radiology core values are based on professionalism, integrity, personal responsibility, and service.Our culture promotes, recognizes, and values the role of staff as partners in an environment that attracts and fosters the highest quality staff.Pediatric Radiology at Stanford Children's Hospital offers a comprehensive program that is...

  • Administrative Associate 3 Hybrid

    2 weeks ago

    Stanford, United States Stanford University Full time

    The Department of Radiology core values are based on professionalism, integrity, personal responsibility, and service.Our culture promotes, recognizes, and values the role of staff as partners in an environment that attracts and fosters the highest quality staff.Pediatric Radiology at Stanford Children's Hospital offers a comprehensive program that is...

  • Administrative Associate Ii

    2 months ago

    Stanford, United States Jobility Talents Solution Company Full time

    Description: **This is a part time, fully remote position, 20 hours per week** **Requirements**: **High school diploma and four years of administrative experience, or combination of education and relevant experience.** **Excellent organizational skills and attention to detail.** **Your responsibilities include**: - Under the guidance of the Shared Labs...

  • Administrative Associate 2

    3 weeks ago

    Stanford, United States Stanford University Full time

    The Early Life Stress and Resilience Program (ELSRP) is seeking an Administrative Assistant (AA) at 50% FTE for 2 year fixed term position to support managerial and administrative tasks. The prospective AA will support projects across ELSRP including special attention to our Cue-Centered Therapy Training Program. Our team is looking for an individual who...