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Administrative Associate 3

Company: Stanford University
Location: San Mateo
Posted on: January 19, 2023

Job Description:

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.

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.
  • 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 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. Demonstrated discretion when handling confidential materials.
  • 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.
  • Engage with Department's administrative team in weekly huddles and to plan and implement department-wide events and other collaborative 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. 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


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

    • 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:


      • 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, 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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