Job Summary

Stanford University, School of Medicine, Department of Urology is seeking a qualified candidate to fill an Administrative Associate 3 job opening. The person selected for this role will be involved in supporting multiple faculty with grant pre-award documentation and administration as well as the education program, to provide administrative and operational support with limited supervision. Desired candidate will possess the ability to work very independently, and be capable of executing decisions with sometimes limited information. The Administrative Associate will manage their own administrative workflow, research and provide resources for faculty, assess priorities and provide guidance to team members and faculty as necessary. This position is hybrid eligible.

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.
• 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.

* - Other duties may also be assigned.

DESIRED QUALIFICATIONS:

• Two-year College Degree and 3 years of administrative experience.
• Academic institution experience a plus.
• Familiarity with the Grant Application Process.
• Proficient with software systems: Stanford University eBusiness Suite, EndNote, MS Office Suite

EDUCATION & EXPERIENCE (REQUIRED):

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