"Administrative Associate 3"

The BASE Initiative at Stanford University is seeking an Administrative Associate 3 to provide complex administrative or operational support with minimal supervision. We are looking for a highly organized self-starter who is enthusiastic, organized, motivated, and is able to adapt to different working styles and needs. The position will support the Operations Manager with projects, calendaring, communications, and financial support. The successful candidate will need to work with little supervision on daily assignments and must be able to take initiative and complete tasks in a timely manner.

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.

* - Other duties may also be assigned

All members of the Department of Pediatrics are engaged in continuous learning and improvement to foster a culture where diversity, equity, inclusion, and justice are central to all aspects of our work. The Department collectively and publicly commits to continuously promoting anti-racism and equity through its policies, programs, and practices at all levels.

DESIRED QUALIFICATIONS:

• A minimum of three to five years of relevant work experience in an office setting, preferably in an administrative role for a complex and fast-paced organization, interacting intensively with internal and external contacts.
• Keen ability to anticipate next steps, demonstrate initiative, exercise discretion, apply sound judgment, and work well independently and collaboratively as a member of the team.
• Ability to be independent and work with efficiency, with diplomacy and a high-level of professionalism and cultural awareness. Significant experience working with teams of high-performing professionals.
• Experience setting priorities and meeting deadlines while balancing the needs of providing support for multiple individuals.
• Experience with calendaring, travel arrangements, and event/meeting planning coordination.
• Excellent oral and written communication skills in an environment requiring diplomacy and good judgment in managing interactions with individuals at all levels inside and outside an organization.
• Ability to problem solve through situations that have undefined boundaries, lack of clarity or missing information.
• Demonstrated proficiency with MS Office is required, in particular MS Outlook.
• Experience in learning new software applications.
• Demonstrated positive, collaborative approach to work.
• Maturity, discretion and a sense of humor.

EDUCATION & EXPERIENCE (REQUIRED):

Bachelor’s or Associate’s Degree 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:

• General office environment.
• May require travel across campus.