"Administrative Associate 4"

The Department of Epidemiology and Population Health (EPH) in the Stanford University School of Medicine is a nationally recognized leader in advancing population health through innovative research, education, and policy engagement. EPH faculty conduct cutting-edge epidemiologic, environmental health, and interdisciplinary research to inform clinical practice and public health policy and to reduce health inequities.

Stanford University is seeking an Administrative Associate 4 to provide complex administrative and programmatic support with minimal supervision. Embedded within EPH, this position will work closely with Professor Tracey Woodruff and senior stakeholders to support and sustain a high-profile environmental health research and policy program with national and global impact.

The Administrative Associate 4 will independently manage core operational functions; coordinate across faculty, departments, and external partners; and provide strategic program support. This role requires sound judgment, strong organizational skills, and the ability to manage multiple priorities in a dynamic academic environment.

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.
• Research and/or write background information for meetings. Participate in meetings on supervisor’s behalf, inform after the fact.
• 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 research 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) without prior 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. Make recommendations based on reports.
• 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 complex office moves. Plan and coordinate routine remodeling and renovations.
• Analyze and review material and extract pertinent information for briefing purposes.
• Positions at this level also include one or more of the following duties:
  • In conjunction with financial lead and/or principal investigator, assist with sponsored project research proposal submissions and post award administration.
  • Responsible for leading the administrative functions of a program or unit.
  • Perform human resources transactional support and/or faculty affairs support; coordinate or manage the visa process.
  • Serve as building coordinator.
  • Oversee or supervise day-to-day work of other administrative or support staff, student and/or temporary workers, including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, reviewing work for quality, timeliness, and providing performance review input.

DESIRED QUALIFICATIONS:

This position will work closely with Professor Tracey Woodruff in the Department of Epidemiology and Population Health (EPH) at the Stanford University School of Medicine.

The position requires subject matter expertise in supporting complex academic programs focused on environmental health and policy within an academic institution, including operational oversight, grants and financial management, policy interpretation, and coordination across faculty, departments, and external partners.

A strong working knowledge of academic administrative systems, compliance requirements, and best practices for consortium-based program operations, including governance and reporting, is highly desired.

The successful candidate will be able to manage program operations, and support leadership. Strong organizational and leadership skills are required, including budget oversight, personnel supervision, and cross-functional coordination. Demonstrated excellence in operational and project management is essential.

EDUCATION & EXPERIENCE (REQUIRED):

High school diploma and six 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.
• Proven success in following through and completing projects.
• Excellent organizational skills and attention to detail.
• Excellent 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.