Administrative Associate 3

The Administration in Department of Biomedical Data Science at the Stanford School of Medicine is a tight-knit supportive team dedicated to providing high-level support to our world-class faculty, and we are seeking an Administrative Associate 3 (AA3) to provide administrative and operational support with limited supervision to the Department and faculty.  Reporting to the Associate Director of Finance and Administration, the AA3 is responsible for independently managing a wide array of administrative tasks.  We are looking for a pro-active self-starter with a great attitude who is resilient and resourceful, adapts well to new tasks and changing circumstances, and fits well into a workplace culture shaped by diverse perspectives, unique experiences, and inclusiveness.  This position may be responsible for leading other administrative staff on tasks and initiatives.  This position requires the ability to work a hybrid schedule with 2-3 in-person days/week. 

Duties include: 

•    Act on behalf of the supervisor, department manager, or Chair regarding 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.
•    Provide pre-award grant support to faculty and lab members, when requested. Coordinate w/ Finance Mgr to maintain bio-sketches and other support docs, update faculty websites, CV, current research etc.
•    Process postdoc and Research Assistant appointments in Graduate Financial Support system.
•    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

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.

The expected pay range for this position is $39.46 to $44.30 per hour.

Stanford University provides pay ranges representing its good faith estimate of what the university reasonably expects to pay for a position. The pay offered to a selected candidate will be determined based on factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, geographic location and external market pay for comparable jobs.

At Stanford University, base pay represents only one aspect of the comprehensive rewards package. The Cardinal at Work website (https://cardinalatwork.stanford.edu/benefits-rewards) provides detailed information on Stanford’s extensive range of benefits and rewards offered to employees. Specifics about the rewards package for this position may be discussed during the hiring process.

Consistent with its obligations under the law, the University will provide reasonable accommodations to applicants and employees with disabilities. Applicants requiring a reasonable accommodation for any part of the application or hiring process should contact Stanford University Human Resources at stanfordelr@stanford.edu. For all other inquiries, please submit a contact form.

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. Stanford welcomes applications from all who would bring additional dimensions to the University's research mission.