Administrative Team Leader - Stanford, United States - Stanford University

Description

Stanford University is seeking an Administrative Associate 4 to provide complex administrative and operational support with minimal supervision for the Division of Immunology and Rheumatology.

The Division of Immunology and Rheumatology has a longstanding tradition of excellence in patient care and is among the leading groups in the School of Medicine in cutting-edge bench research, clinical trial investigation and outcomes assessment research.

Our division is looking for a highly organized self-starter who is enthusiastic, motivated, and can adapt to different working styles and needs.

We are seeking an Administrative Team leader to oversee other administrative staff or subordinates and establish a high standard professional administrative team to support faculty and trainees according to School of Medicine and Stanford University regulations and guidelines.

The incumbent will support the division chief and other UTL faculty and oversee the administrative staff team for general administrative operations.

This person will have the opportunity to support and collaborate with operational teams in specialty areas such as research administration and finance and help move forward the innovative and impactful work our research faculty undertake.

This position requires an individual who works well with others, has strong verbal and written communication skills, and is detail oriented.

The successful candidate will be able to work with minimal supervision on assignments and must be able to take initiative in all tasks.

We highly encourage individuals from diverse experiences and backgrounds to apply.


Duties include:

• Act on behalf of the supervisor, department manager, or chair in regard to establishing priorities and identifying and resolving problems that are administrative in nature.
• Research and/or write background information for meetings. Participate in meetings on supervisor's behalf, inform after the fact.
• 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 research 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) without prior consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
• Positions at this level also include one or more of the following duties: In conjunction with financial lead and/or principal investigator, assist with sponsored project research proposal submissions and post award administration. Responsible for leading the administrative functions of a program or unit. Perform human resources transactional support and/or faculty affairs support; coordinate or manage the visa process. Serve as building coordinator. Oversee or supervise day-to-day work of other administrative or support staff, 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.

DESIRED QUALIFICATIONS:

• Strongly prefer candidates with prior academic executive administrative experience
• Team leader skills
• Pre-award experience
• Experience managing complex calendars

EDUCATION & EXPERIENCE (REQUIRED):

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

KNOWLEDGE, SKILLS AND ABILITIES (REQUIRED):

• Advanced computer skills and demonstrated experience with office software and email applications.
• Proven success in following through and completing projects.
• Excellent organizational skills and attention to detail.
• Excellent 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.

WORKING 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 the personnel policies and other policies found in the University's Administrative Guide,

The expected pay range for this position is $38.46 to $48.56 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.

At Stanford University, base pay represents only one aspect of the comprehensive rewards package. The Cardinal at Work website provides detailed information on Stanford's extensive range of benefits and rewards offered to employees. Specifics about the rewards package for this position may be discussed during the hiring process.

Why Stanford is for You

Imagine a world without search engines or social platforms. Consider lives saved through first-ever organ transplants and research to cure illnesses. Stanford University has revolutionized the way we live and enrich the world. Supporting this mission is our diverse and dedicated 17,000 staff. We seek talent driven to impact the future of our legacy.

Our culture and unique perks empower you with:

• Freedom to grow. We offer career development programs, tuition reimbursement, or audit a course. Join a TedTalk, film screening, or listen to a renowned author or global leader speak.
• A caring culture. We provide superb retirement plans, generous time-off, and family care resources.
• A healthier you. Climb our rock wall or choose from hundreds of health or fitness classes at our world-class exercise facilities. We also provide excellent health care benefits.
• Discovery and fun. Stroll through historic sculptures, trails, and museums.
• Enviable resources. Enjoy free commuter programs, ridesharing incentives, discounts and more.

The job duties listed are typical examples of work performed by positions in this job classification and are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks, and responsibilities.

Specific duties and responsibilities may vary depending on department or program needs without changing the general nature and scope of the job or level of responsibility.

Employees may also perform other duties as assigned.

Consistent with its obligations under the law, the University will provide reasonable accommodations to applicants and employees with disabilities.

Applicants requiring a reasonable accommodation for any part of the application or hiring process should contact Stanford University Human Resources at For all other inquiries, please submit a contact form.

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

Additional Information

• Schedule: Full-time

Job Code: 4099

• Employee Status: Regular
• Grade: G
• Requisition ID: 103256
• Work Arrangement : Hybrid Eligible