Administrative Associate - Stanford, CA, United States - Stanford University

Description

Stanford University School of Medicine Research Office is seeking an energetic and detail-oriented Administrative Associate to provide administrative and operational support with limited supervision to the Spectrum Administrative Core. Spectrum is the Stanford Center for Clinical and Translational Research and Education—bridging each stage of medical innovation from basic research to public health. Spectrum is home to the Stanford Clinical & Translational Science Award (CTSA), funded by the NIH National Center for Advancing Translational Sciences (NCATS). Stanford joins a national network of 60-plus research hubs that collaborate to share innovations in training, research tools, and processes. Organized into 10 areas of focus, Spectrum Cores and Programs support a wide range of initiatives that accelerate discoveries, innovation, and clinical applications designed to enhance health. Since its inception in 2006, Spectrum's mission has been to transform clinical and translational research and education at Stanford and across the CTSA consortium. Our goal is to make our CTSA more effective and efficient at discovering and implementing data- 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

The expected pay range for this position is $27.40 to $37.02 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.

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 Smartsheets or other spreadsheet applications

• Experience with Qualtrics of other survey platforms

• Experience with Zotero or other publication management applications

• 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):

• 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.

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:

• Hybrid: This position is based in Stanford's Research Park and Stanford main campus, and has the option of a telecommuting/hybrid schedule up to three days a week subject to operational needs.

WORK STANDARDS (from JDL)

• 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,