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Program Assistant Center for Human Systems Immunology at ITI (Hybrid)

Company: Stanford University
Location: San Mateo
Posted on: May 27, 2023

Job Description:

The Center for Human Systems Immunology (CHSI) at Stanford University is a premier research center with a mission to further our understanding of infectious diseases and develop novel vaccine approaches in support of Global Health. We work with an exciting group of Stanford investigators from multiple departments and international collaborators on four continents.
CHSI is seeking a highly motivated Program Assistant (Administrative Associate 3), ideally with experience in working in an academic/ life science research environment, to provide operations and administrative support to the CHSI Director Professor Mark Davis and leadership team.
Ideal candidates are adept at working with faculty, lab scientists and collaborators; are experienced at scheduling a high volume of appointments and meetings and assist with scheduling and planning of events such as meetings, conferences, and presentations, which may include coordinating arrangements for participants, handling logistics, preparing and disseminating materials; are exceptionally organized; highly motivated; savvy in developing and navigating relationships across multiple teams and building working relationships with key---internal and external stakeholders; maintain a system for tracking, monitoring, and prioritizing tasks and projects; and capable of working independently. Above all, they enjoy making a positive societal impact on human health, engaging with world-renowned faculty, and developing lasting relationships both internally and externally.
This position will be based on Stanford campus and can be a hybrid of working on-site and working from home, subject to operational needs.
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. * - Other duties may also be assigned. DESIRED QUALIFICATIONS:
    • Proficiency with Microsoft Office Programs (including Power Point) and Virtual meeting software (ZOOM, Webex, Microsoft Teams).
    • Knowledge of Smartsheets a plus.
      EDUCATION & EXPERIENCE (REQUIRED): 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.
        • 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:
          • 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,
            The expected pay range for this position is $60,000 to $81,000 per annum. 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. 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 , Program Assistant Center for Human Systems Immunology at ITI (Hybrid), Healthcare , San Mateo, California

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