Administrative Associate at Stanford University
Stanford, CA 94305
About the Job
The Stanford University Vera Moulton Wall Center is seeking an Administrative Associate to provide administrative and operational support with limited supervision. May be responsible for leading other administrative staff or subordinates.
Duties include*:
- Act on behalf of the supervisor or Director(s) in regards to establishing priorities and identifying and resolving problems that are administrative in nature.
- Schedule and send out announcements around events, such as the Race Against PH, lectures, symposiums, and retreats, support event/conference/seminar organizing, logistics, arranging with vendors for service, and On-site support for events/conferences/seminars.
- Collaborate with faculty-led Steering Committee to establish revised mission/vision, new goals and objectives, strategic initiatives, and future budget timeline, manage administration of event updates and registration, and other needs, and edit and fact check website, flyers for conferences, invitations for events, letters to speakers, hotel reservations for out-of-town speakers.
- Organize recurring monthly meetings for Wall Center Director, and create visiting speaker agendas with WC faculty; coordinate scheduling/ compliance verifications for PH Grand Round speakers; coordinate travel reimbursements for visiting lecturers.
- Maintain, update, and monitor Wall Center email listservs, maintain, update, and monitor Wall Center membership databases, and perform and maintain tracking of Wall Center member activities, e.g., grants, publications, career outcomes.
- Process reimbursements and honoraria and awards for events, seminars, hotel, outside catering, and others, process TCard and PCard transactions, process purchase orders & requisitions and routine/basic iJournals (equipment, office supplies), and contract development for instructors/faculty, RSS applications for CME professional development (with Clinical Educators/Faculty).
- Property management to verify purchasing, receipt, and tracking of capital equipment, monitor and update space use in collaboration with PIs, coordinate office moves, minor renovation, and maintenance requests, and maintain Wall Center Emergency Plan.
- Provide supervision/direction for graphic designer and two part-time administrative associates.
*- 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 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
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:
- 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.
The expected pay range for this position is $33.17 to $43.75 per hour.
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.
At Stanford University, base pay represents only one aspect of the comprehensive rewards package. The Cardinal at Work website (https://cardinalatwork.stanford.edu/benefits-rewards) provides detailed information on Stanford’s extensive range of benefits and rewards offered to employees. Specifics about the rewards package for this position may be discussed during the hiring process.
Consistent with its obligations under the law, the University will provide reasonable accommodations to applicants and employees with disabilities. Applicants requiring a reasonable accommodation for any part of the application or hiring process should contact Stanford University Human Resources by submitting a contact form.
Stanford is an equal employment opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law.
The job duties listed are typical examples of work performed by positions in this job classification and are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks, and responsibilities. Specific duties and responsibilities may vary depending on department or program needs without changing the general nature and scope of the job or level of responsibility. Employees may also perform other duties as assigned.