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Stanford University Administrative Associate 3 in Stanford, California

Administrative Associate 3

Business Affairs, Redwood City, California, United States

Administration

Post Date Sep 29, 2022

Requisition # 96400

Consider all the lives saved over the many years as a result of Stanford’s innovation in the medical field. Imagine a world without the internet and social platforms. Did you know Stanford pioneered the procedure for organ transplants and also created the first website in the United States? All of these advances and more, are a direct result of Stanford University’s prominent faculty, researchers and alumni, who have revolutionized the way we live and enriched the world. Supporting this mission is Stanford’s dedicated 16,000 staff, who come from diverse educational and career backgrounds. We are a collaborative environment that thrives on innovation and continuous improvement. At Stanford, we seek talent committed to excellence, driven to impact the future of our legacy, and improve lives on a global sphere.

Financial Management Services

Financial Management Services (FMS) is part of the Stanford University Business Affairs organization, whose vision is “to work together to make administration seamless and efficient to enable and support teaching, learning and research.” Specifically, this position will reside within the FMS Marketing and Communications team, a part of the Organizational Effectiveness department.

JOB PURPOSE:

  • Provide administrative or operational support with limited supervision. May be responsible for leading other administrative staff orsubordinates.

CORE DUTIES:

  • 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 withinbudget.

  • 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 andsystems.

  • 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 renovationprojects.

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.

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.

MINIMUM REQUIREMENTS:

Education & Experience:

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

Knowledge, Skills and Abilities:

  • 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 makingdecisions.

Certifications and 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 the job.

WORKING CONDITIONS:

WORK STANDARDS:

  • Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clients and with externalorganizations.

  • 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 otherpolicies found in the University's Administrative Guide,http://adminguide.stanford.edu.

Additional Information

  • Schedule: Full-time

  • Job Code: 4103

  • Employee Status: Regular

  • Grade: F

  • Requisition ID: 96400

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