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Stanford University Administrative Associate 3 in Stanford, California

Administrative Associate 3

School of Medicine, Stanford, California, United States

Administration

Post Date Oct 19, 2022

Requisition # 95225

The Department of Psychiatry & Behavioral Sciences at Stanford University’s School of Medicine is seeking a 100% FTE Administrative Associate 3 to provide administrative support for the Center for Youth Mental Health & Wellbeing (CYMHW) and Community Partnerships Team. Main responsibilities will include scheduling meetings, supporting multiple internal and external working groups, correspondence with faculty and community partners, organizing conferences and community events, handling expense reimbursements and travel arrangements, reserving meeting rooms, managing listservs, supporting presentations and reports, making website updates, and performing other administrative tasks that support the 14 person team.

A successful candidate will be able to interact effectively with a wide range of diverse individuals at many levels, possess excellent organizational skills, ability to work with complex calendar schedules and possess a self-starter attitude. Must be comfortable working with subject matter on a range of mental health topics, including suicide and psychosis.

Duties include:

  • Act on behalf of the supervisor, Center Director, 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.

* - 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.

DESIRED QUALIFICATIONS:

  • Bachelor’s degree and 5 years of administrative experience

  • Able to interact effectively with a wide range of diverse individuals at many levels

  • Excellent organizational skills, ability to work with complex calendar schedules and possess a self-starter attitude

  • Must be comfortable working with subject matter on a range of mental health topics, including suicide and psychosis.

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

CERTIFICATIONS & LICENSES:

None

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.

WORKING CONDITIONS:

Hybrid working arrangement available.

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,http://adminguide.stanford.edu

      • 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.
  • 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 visithttps://cardinalatwork.stanford.edu/working-stanford/covid-19/interim-policies/covid-19-surveillance-testing-policy

Additional Information

  • Schedule: Full-time

  • Job Code: 4103

  • Employee Status: Regular

  • Grade: F

  • Requisition ID: 95225

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