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Administrative Associate-Health & Safety Coordinator

Company: Stanford Medicine
Location: San Mateo
Posted on: January 11, 2022

Job Description:

The Department of Microbiology and Immunology is seeking an Administrative Associate 3 to join its team. This is an excellent opportunity for a highly organized individual who is proactive, motivated, and enjoys working on a wide variety of tasks in a dynamic academic environment with frequently shifting priorities. Planning, communication, independent problem solving, strong time management skills are vital to succeed in this position. As a member of the administrative team, you will support several of our faculty members and their lab personnel and serve as the department's health & safety coordinator and Department Property Administrator. With the anticipated move to a new building in the coming years, the administrator will work closely with the PIs, labs, departmental leadership, and the project manager to prepare for this move.

The job duties listed are typical examples of work performed by this position and are not designed to contain or be interpreted as a comprehensive list of all duties, tasks, and responsibilities:

Lab Support
Daily activities include ordering supplies and processing reimbursements and purchasing card transactions. Advise personnel regarding travel policies. Maintain the labs' websites.

Grant Support
Assist faculty with the preparation of the administrative components of proposals within the parameters of sponsored and non-sponsored research guidelines. Oversee and communicate submission process, review documents for completeness and compliance, work closely with the Research Management Group. Maintain the PIs' biosketches, CVs, and Other Support documents. Maintain the PIs publications with MyNCBI and ensure compliance with the Public Access policy.

Health & Safety Support
Collaborate with the SoM assigned building manager and safety manager, Environmental Health & Safety (EH&S), and lab personnel to ensure health and safety compliance. Coordinate with building occupants to ensure safe work environment and oversee the upkeep of shared equipment and space.

Only applications with a cover letter and resume will be considered. The position will be based on the Stanford campus with the possibility of being a hybrid (working on-site and working from home) subject to operational need.

Stanford University is seeking an Administrative Associate 3 to provide administrative or operational support with limited supervision. 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.
  • 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.

    • 2-3 years of experience with the pre-award grant process and preparing progress reports/final reports.
    • Experience managing capital equipment.
    • Experience as a researcher in a basic science laboratory.
    • Experience with website management.
    • Ability to adapt to an ever-changing environment and ability to manage multiple priorities simultaneously.
    • In-dept knowledge and understanding of Stanford's administrative principles and practices.


      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.

          All Stanford staff are required to be fully vaccinated for COVID-19 and upload proof of their vaccination status on Health Check by Dec. 8, 2021, unless they have a medical or religious accommodation. Additional information is available on the Health Alerts website at

          • 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,

            Additional Information
            • Schedule: Full-time
            • Job Code: 4103
            • Employee Status: Regular
            • Pay Grade: F
            • Department URL:
            • Requisition ID: 91764 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-Health & Safety Coordinator, Professions , San Mateo, California

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