Administrative Associate 3
Company: Stanford Medicine
Location: Moss Beach
Posted on: May 16, 2022
Job Description:
The Center for Biomedical Informatics Research (BMIR) at
Stanford University is seeking a Senior Administrator and Student
Service Coordinator (Administrative Associate 3) to provide
administrative and operational support with limited supervision.
This position will support the Center's Director as their key
administrative contact and will also be the student services
coordinator overseeing the appointments and logistics for our
postdocs, graduate students, and visiting student researchers.
At BMIR we develop cutting-edge ways to acquire, represent, and
process information about human health. In order to handle the
ever-increasing amounts of data in healthcare and biomedical
research, our faculty, students, and staff investigate and create
novel computational, statistical, organizational, and
decision-making methods. Our research advances the state of the art
in semantic technology, biostatistics, and the modeling of
biomedical systems to benefit clinical and translational research
as well as patient care.
In this role, you will:
- Responsible for full cycle postdoc administration, and visiting
student researchers' and graduate students research assistantships
appointments. Duties will include processing visas, payroll,
benefits, leaves, I-9 processing. This role will serve as the
liaison for all student related activities (on-boarding and off
boarding) for the division to the Office of Postdoctoral Affairs,
Student Affairs, and Bechtel International Center.
- Provide administrative and calendaring support for Division
Chief. Complexity of the calendar will be high and requiring
working with high level individuals.
- Create and review and the documents for grant proposal
submissions.
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.
The job duties listed are typical examples of work performed by
positions in this job classification and are not designed to
contain or be interpreted as a comprehensive inventory of all
duties, tasks, and responsibilities. Specific duties and
responsibilities may vary depending on department or program needs
without changing the general nature and scope of the job or level
of responsibility. Employees may also perform other duties as
assigned.
DESIRED QUALIFICATIONS:
- Bachelor's degree with 5 years of increasing work
experience
- Prior Stanford Postdoc Coordinating experience
- GFS experience a plus
- Visa processing experience
- Experience scheduling and calendaring for high level
executives
EDUCATION & EXPERIENCE (REQUIRED):
- High school diploma 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.
- Excellent 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.
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 STANDARDS:
- Interpersonal Skills: Demonstrates the ability to work well
with Stanford colleagues and clients and with external
organizations.
- 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 other policies found in the University's
Administrative Guide, http://adminguide.stanford.edu/ .
Why Stanford is for you
Imagine a world without search engines or social platforms.
Consider lives saved through first-ever organ transplants and
research to cure illnesses. Stanford University has revolutionized
the way we live and enrich the world. Supporting this mission is
our diverse and dedicated 17,000 staff. We seek talent driven to
impact the future of our legacy. Our culture and unique perks
empower you with:
- Freedom to grow. We offer career development programs, tuition
reimbursement, or audit a course. Join a TedTalk, film screening,
or listen to a renowned author or global leader speak.
- A caring culture. We provide superb retirement plans, generous
time-off, and family care resources.
- A healthier you. Climb our rock wall, or choose from hundreds
of health or fitness classes at our world-class exercise
facilities. We also provide excellent health care benefits.
- Discovery and fun. Stroll through historic sculptures, trails,
and museums.
- Enviable resources. Enjoy free commuter programs, ridesharing
incentives, discounts and more.
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.
As an organization that receives federal funding, Stanford
University has a COVID-19 vaccination requirement that will apply
to all university employees, including those working remotely in
the United States and applicable subcontractors. To learn more
about COVID policies and guidelines for Stanford University Staff,
please visit
https://cardinalatwork.stanford.edu/working-stanford/covid-19-guide/interim-policies/covid-19-vaccination-and-surveillance-testing
Additional Information
- Schedule: Full-time
- Job Code: 4103
- Employee Status: Regular
- Pay Grade: F
- Requisition ID: 93335 As an organization that receives federal
funding, Stanford University has a COVID-19 vaccination requirement
that will apply to all university employees, including those
working remotely in the United States and applicable
subcontractors. To learn more about COVID policies and guidelines
for Stanford University Staff, please visit
https://cardinalatwork.stanford.edu/working-stanford/covid-19/interim-policies/covid-19-surveillance-testing-policyby
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Keywords: Stanford Medicine, San Francisco , Administrative Associate 3, Administration, Clerical , Moss Beach, California
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