Administrative Associate 2

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POST DATE 8/16/2016
END DATE 10/16/2016

Stanford University Stanford, CA

Location
Stanford, CA
AJE Ref #
575894493
Job Classification
Full Time
Job Type
Regular
Company Ref #
861137

JOB DESCRIPTION

Stanford University

Administrative Associate 2

Job Number: 72121

Stanford University is seeking an Administrative Associate 2 to provide administrative support working under general supervision. The AA will report directly to the Division Manager in the Department of Radiation Oncology and will support 2 faculty members and administrative tasks for the Division.

The AA2 will provide support to the research labs of the 2 faculty members that includes, processing orders and shipments, scheduling meetings among lab members and the faculty member, monitoring the inventory supplies of the Division. The AA2 will be responsible, but not limited to, scheduling the division conference rooms, distributing the division mail, providing backup support to the other administrative team members, and submitting facilities request on behalf of the Lab Manager.

The AA2 will provide optimal support to 2 faculty members and their lab that includes maintaining and updating lab websites, complex travel arrangements, process travel and reimbursement expense reports, grant submission support, and submitting, updating, and maintaining animal protocols in the e-protocol system.

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: Two-year degree and 2 years of administrative experience.

EDUCATION & EXPERIENCE (REQUIRED):

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

KNOWLEDGE, SKILLS AND ABILITIES (REQUIRED):

Proficient computer skills and demonstrated experience with office software and email applications.

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.

CERTIFICATIONS & LICENSES:

None

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

Job: Administration

Location: School of Medicine

Schedule: Full-time

Classification Level:

To be considered for this position please visit our web site and apply on line at the following link: http://apptrkr.com/861137

Stanford is an equal opportunity employer and all qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.

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