The Department of Psychiatry & Behavioral Sciences within Stanford University’s School of Medicine is seeking a dynamic candidate to fill the role of Administrative Associate 2 to provide general administrative and operational support to members of the department occupying an off-campus work location.  The Administrative Associate would serve as the first point of contact for guests, work in partnership with the Department’s facility group to ensure building needs are addressed in a timely manner as well as manage conference room scheduling and helping to oversee any lab movements to the building.  Additionally, the Administrative Associate would be responsible for tasks including but not limited to processing and reconciling P-Card transactions, reimbursements and other support as needed and directed by the position’s supervisor.

 

Duties include:

·         Respond to inquiries, and determine and take appropriate action as required. Serve as a resource regarding a defined set of policies and procedures.

·         Perform duties associated with scheduling, organizing, and operating conferences, seminars, and events, including recommending vendors for services, overseeing the production and distribution of materials, coordinating logistics, and serving as liaison with internal and external vendors.

·         Draft and/or generate routine communications; coordinate production (formatting, copying, etc.) and dissemination of documents, such as presentations, course handouts, grant proposals, conference and seminar materials, complex reports, brochures, and displays.

·         Plan and schedule calendar(s) based on consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.

·         Process and monitor routine financial transactions, which may include researching and resolving discrepancies.

·         Maintain office supplies and equipment; obtain vendor quotations, as needed. Coordinate office moves.

·         May serve as the point of contact for general maintenance, health and safety, and other facility concerns within the unit(s); report any incidents or potential safety problems to appropriate representatives. Track completion of required training.

·         Maintain approved content on websites.

·         May perform human resources transactional support, e.g. time cards, I9s, and/or faculty affairs support.

·         May guide and train student and/or contingent workers including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, and reviewing work for quality and timeliness.

 

* - Other duties may also be assigned

EDUCATION & EXPERIENCE (REQUIRED):

 

High school diploma and three years of administrative experience, or combination of education and relevant experience.

 

KNOWLEDGE, SKILLS AND ABILITIES (REQUIRED):

·         Proficient computer skills and demonstrated experience with office software and email applications.

·         Demonstrated success in following through and completing routine tasks.

·         Strong organizational skills and attention to detail.

·         Strong verbal and written communication skills.

·         Excellent customer service and interpersonal skills.

·         Ability to prioritize and multi-task. 

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: 

This position requires individuals to work fully on-site

The expected pay range for this position is $31.79 to $37.96 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.

Additional Information Schedule: Full-time Job Code: 4097 Employee Status: Regular Grade: E Requisition ID: 104995 Work Arrangement : On Site