Administrative Associate 2

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