Administrative Associate 3
Company: Stanford Medicine
Location: San Mateo
Posted on: January 16, 2022
Epidemiology is the study of the distribution, determinants and
control of illness and impairment in human populations. It is the
cornerstone of population health, and informs policy decisions and
evidence-based medicine by identifying risk factors for disease and
targets for treatment and prevention. The Department of
Epidemiology and Population Health at the Stanford School of
Medicine is seeking an Administrative Associate 3 to provide
administrative and operational support to 5 or more faculty, with
limited supervision to the Department. Reporting to the Associate
Director of Finance and Administration, the Administrative
Associate would be responsible for independently managing a wide
array of administrative tasks including (but not limited to),
pre-award grant support (i.e. assistance with grant proposals,
maintenance of faculty "Other Support" and CVs), processing P-Card
transactions, requisitions, reimbursements, and general
administrative support. Other key tasks include event planning and
execution, calendar management and assisting with teaching
materials. This is an exciting opportunity to be a part of a
dynamic team with a diverse administrative portfolio. Planning,
communication, independent problem-solving and strong
time-management skills are essential. We are looking for a
pro-active, self-starter with a "can-do" attitude who is resilient
and resourceful in adapting to new tasks and changing
circumstances. Familiarity with research environments is an
advantage in learning this job. Administrative professionalism,
including innovative ideas, detailed record-keeping, clear
communication and interpersonal skills, is highly valued and
supported. May be responsible for leading other administrative
staff or subordinates.
- 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.
- With limited oversight, 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
- 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. Demonstrated discretion when handling confidential
- Plan and schedule calendar(s) with limited consultation,
resolve calendaring conflicts, and arrange travel in compliance
with unit, university, and sponsor policies.
- Create complex reports and spreadsheets which may utilize
specialized software and systems.
- 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.
- Coordinate and monitor routine maintenance services completion.
Plan and coordinate office moves and/or minor renovation
- Engage with Department's administrative team in weekly huddles
and to plan and implement department-wide events and other
- 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
EPH Administrative Staff are transitioning back to on-site work on
campus and at the Stanford Research Park. This position has the
capability to be a hybrid role. The position will be based at 1701
Please submit a cover letter with your application.
* - Other duties may also be assigned.
- Experience managing/processing expense reimbursements,
purchasing card and or/travel card transactions.
- Experience booking complex travel and processing travel
reimbursements ensuring compliance guidelines are met.
- Experience managing multiple faculty calendars and resolving
- Experience drafting research proposals, updating databases,
inputting data into spreadsheets, etc. Demonstrated discretion when
working with confidential data.
- Research administration experience, specifically pre-award
- Experience leading the coordination and execution of events
including conferences, seminars, colloquia, retreats and
- Ability to manage competing priorities and deadlines with ease
EDUCATION & EXPERIENCE (REQUIRED):
High school diploma and four 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.
- Demonstrated success in following through and completing
- Excellent organizational skills and attention to detail.
- Strong verbal and written communication skills.
- Excellent customer service and interpersonal skills.
- Ability to prioritize, multi-task, and assign work to
- Ability to take initiative and ownership of projects.
- Ability to routinely and independently exercise sound judgment
in making decisions.
- 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.
- Interpersonal Skills: Demonstrates the ability to work well
with Stanford colleagues and clients and with external
- 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
- 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, http://adminguide.stanford.edu.
- Schedule: Full-time
- Job Code: 4103
- Employee Status: Regular
- Pay Grade: F
- Requisition ID: 91295 As an organization that receives federal
funding, Stanford University has a COVID-19 vaccination requirement
that will apply to all university employees, including those
working remotely in the United States and applicable
subcontractors. To learn more about COVID policies and guidelines
for Stanford University Staff, please visit
Keywords: Stanford Medicine, San Mateo , Administrative Associate 3, Administration, Clerical , San Mateo, California
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