Administrative Associate 3
Company: Stanford University
Location: San Mateo
Posted on: January 19, 2023
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 and 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
input. EPH administrative staff are currently working hybrid
schedules (a combination of four days in the office and one day
remote). In addition staff rotate between two physical locations,
Stanford School of Medicine's main campus and the Stanford Research
Park. We will not be considering remote applicants. Work schedules
and locations are subject to change.
Please submit a cover letter with your application.
- Other duties may also be assigned
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 CERTIFICATIONS & LICENSES:
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
WORK STANDARDS (from JDL)
- 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, 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 University, San Mateo , Administrative Associate 3, Administration, Clerical , San Mateo, California
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