Stanford Bioengineering is a dynamic and rapidly growing department within the Stanford Schools of Engineering and Medicine. For more than a decade, Stanford Bioengineering has sought to advance bioengineering as a fundamental discipline grounded in basic sciences, powered by unique engineering concepts and principles and capable of realizing many diverse applications. Our community ranges broadly from world class faculty and students, to vibrant alumni and staff and includes some of the world's most successful leaders in bioengineering technology and business. Our staff stand shoulder to shoulder with faculty and students to enable cutting-edge research providing innovative solutions to global challenges.
We are seeking an Administrative Associate 3 to provide administrative and operational support for faculty labs and their research programs. In this role, you will build administrative solutions for various operational needs, including procurement, event coordination and financial transaction support. You will serve as key point of contact between the labs, central administration, and external instiutions, vendors, and collaborators. We need a candidate that is tech-savvy, motivated to accomplish tasks independently with minimal guidance, who is invested in maintaining a positive and productive work culture. Are you personable, proactive, and love to problem solve and exude a high-level of customer service? Then bring your talent and passion and join our team in seeking solutions to important global problems and educating the next generation of leaders who will make the world a better place!
Your responsibilities include:
Representing the department and individual faculty labs by being the first point of contact to respond to inquiries, determining and taking appropriate action as required.
Coordinating logistics, materials, tracking and correspondence for faculty labs and related administrative projects.
Interfacing with vendors, and mobilizing appropriate lab and/or staff members associated with various projects as assigned.
Composing, formatting, preparing, and distributing routine correspondence, forms and materials.
Oversee operations for research lab by maintaining and managing multiple calendars, coordinating travel, events, and meetings.
Oversee and/or process a variety of complex financial transactions; produce, monitor, and reconcile budget statements; research, identify, and resolve discrepancies, providing accurate and timely processing.
Work with department to bring in lab staff, students, and visiting researchers, ensuring appropriate paperwork is complete, coordinating all aspects of lab-specific onboarding logistics.
Maintain, reconcile and track office and laboratory supplies and specialized equipment, obtaining vendor quotations, vetting supply requests, coordinating appropriate steps for purchasing, reporting, and aquisition.
Develop, draft and maintain approved content on websites, public and internal profiles, and various media published for labs.
Plan and schedule calendar(s) with limited consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies; work to ensure deadlines are met for university processes, grant reporting, other time-sensitive items.
Flexibility in completing any other assigned duties.
Education & Experience:
High school diploma and four years of administrative experience, or combination of education and relevant experience.
Knowledge, Skills and Abilities:
Advanced computer and office software skills that demonstrate dexterity and experience with virual office environment and administrative software and email applications.
Demonstrated success in tracking, communicating, completing and completing followup on multiple projects.
Excellent organizational skills and attention to detail.
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.
Demonstrated success in planning and executing events
Proficiency with common online platforms, such as Google Drive, Slack and Box
Proficiency with mangaging large volume ordering and purchasing
Advanced skills with managing calendaring systems
Proficiency with Stanford systems
Constantly perform desk-based computer tasks
Ocassionally stand/walk, reach/work above shoulders, grasp lighly/fine manipulations, grasp forcefully, use of telephone, sort/file paperwork or parts, lift/carrt/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.
Interpersonal Skills: Demonstrates the avility to work well with Stanford colleagues and clients with external organizations.
Promote Cultural of Safety: Demonstrate 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 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.
We invite you to apply for this position by clicking on the Apply for Job button. To be considered, please submit a resume along with your online application, cover letter optional.
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.
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. Additional Information
Location: School of Engineering, Stanford, California, United States Schedule: Classification Level:
Stanford is an equal opportunity employer and all qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.
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Located between San Francisco and San Jose in the heart of Silicon Valley, Stanford University is recognized as one of the world's leading research and teaching institutions. Leland and Jane Stanford founded the University to "promote the public welfare by exercising an influence on behalf of humanity and civilization." Stanford opened its doors in 1891, and more than a century later, it remains dedicated to finding solutions to the great challenges of the day and to preparing students for leadership in a complex world. The University's thriving diverse community is comprised of nearly 7000 undergraduate students, 12000 graduate students, 2000 faculty members, 1900 postdoctoral scholars, and over 11,000 academic and administrative staff in seven schools including several interdisciplinary research centers and institutes. The campus spreads over 8000 contiguous acres and nearly all undergraduates live on campus. Stanford offers bachelor's and master's degrees in addition to doctoral degrees (PhD, MD, DMA and JD) plus a number of professional and continuing education programs and certifications. More at http://facts.stanford.edu and http://www.stanford.edu. Stanford is an equal empl...oyment 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 also welcomes applications from others who would bring additional dimensions to the University’s research, teaching and clinical missions.