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Administrative Associate 3
2 months ago
Description:
Duties (DO NOT EDIT OR CHANGE) Examples Recommended
ct on behalf of the supervisor, department manager, or chair in regard to establishing priorities and identifying and resolving problems that are administrative in nature. Triage requests for faculty time.
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. Responsible for logistics of conferences, seminars and other events.
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.
Maintain an update centre website. The Administrative Associate will work closely with our investigators to produce and submit research proposals. He/she will also be responsible for preparing materials for conferences, seminars and other events as well as courses.
Plan and schedule calendar(s) with limited consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies. Support several faculties in scheduling meetings, events and travel. (Utah, Australia and other different time zones professors and countries too).
Create complex reports and spreadsheets which may utilize specialized software and systems. May be required in support of research proposals.
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. The Administrative Associate will submit financial transactions, which will include buying/paying and complex travel reimbursements.
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.
EDUCATION & EXPERIENCE (REQUIRED):
High school diploma and four years of administrative experience, or combination of education and relevant experience. (Preference academic for Science).
Requirements:
KNOWLEDGE, SKILLS AND ABILITIES (REQUIRED):
dvanced 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.
bility to prioritize, multi-task, and assign work to others.
bility to take initiative and ownership of projects.
bility to routinely and independently exercise sound judgment in making decisions
Full time or part time: Full time
Number ofhoursper week: 40 hours/week
Shift timing/schedule: 8am-12pm & 1pm-5pm mainly
Will the resource be working with minors? No
How many years of experience are required? 4 years of administrative experience, or a combination of education and relevant experience
Will this role extend or possibly convert to a Stanford FTE? , The person currently out on leave did not provide me with an exact return date. If this person does not return by the time their suggested paperwork indicates (after October 23, 2024), there is a possibility then that the needs for this role will still be needed, the role vacant, and a Temp still needed. I am happy to answer any further questions about this topic if that is helpful.
Top 3 requirements to hire? 1. Problem solver 2. Autonomous in the prioritization of tasks 3. Respectful and demonstrates wanting to work well with supervisor
Location Address: Stanford Genome Technology Center, 3165 Porter Drive, Palo Alto, CA 94304
Remote/onsite/hybrid: Hybrid
