Administrative - Building Associate - Research Division
Company: Stanford Medicine
Location: San Mateo
Posted on: June 19, 2022
Job Description:
Stanford University School of Medicine - recognized for quality
patient care, academics, research, and innovation - seeks an
Administrative / Building Associate (AA 3) in the Department of
Otolaryngology Head & Neck Surgery (OHNS).
- Division of Research -
The Administrative / Building Associate will provide administrative
or operational support and establish effective work
processes/systems to achieve the strategic as well as tactical
goals of the supporting Faculty including Division Chief. In
addition, role will provide project support to our Stanford
Initiative to Cure Hearing Loss mission in parallel to OHNS
Divisional building associate. The position will be housed in one
of Stanford University School of Medicine's newest buildings -
Biomedical Innovation Building and will have versatility to support
multiple educational endeavors within the Research Division. This
is a fantastic opportunity to work in a dynamic environment while
contributing to every aspect of this world-changing enterprise.
Please submit a cover letter with application.
Learn more at: http://med.stanford.edu/ohns.html.
Duties include:
- 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.
- 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 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) 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
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.
- Assist with management of Graduate, Undergraduate, and
Postdocs.
- Provide Departmental Administrative Projects/Services as
necessary
* - Other duties may also be assigned.
"Stanford University, located between San Francisco and San Jose in
the heart of California's Silicon Valley, is one of the world's
leading teaching and research universities. Since its opening in
1891, Stanford has been dedicated to finding solutions to big
challenges and to preparing students for leadership in a complex
world.
Supporting that mission is a staff of more than 10,000, which is
rooted in a culture of excellence and values innovation,
collaboration, and life-long learning. To foster the talents and
aspirations of our staff, Stanford offers career development
programs, competitive pay that reflects market trends and benefits
that increase financial stability and promote healthy, fulfilling
lives. An award- winning employer, Stanford offers an exceptional
setting for professionals looking to advance their careers"
DESIRED QUALIFICATIONS:
Academic Setting - Administrative, Lab, and/or Building management
Experience.
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
projects.
- 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
others.
- Ability to take initiative and ownership of projects.
- Ability to routinely and independently exercise sound judgment
in making decisions.
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 (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, http://adminguide.stanford.edu .
Additional Information
- Schedule: Full-time
- Job Code: 4103
- Employee Status: Regular
- Pay Grade: F
- Department URL: http://med.stanford.edu/ohns/
- Requisition ID: 94671 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
https://cardinalatwork.stanford.edu/working-stanford/covid-19/interim-policies/covid-19-surveillance-testing-policy
Keywords: Stanford Medicine, San Mateo , Administrative - Building Associate - Research Division, Administration, Clerical , San Mateo, California
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