Stanford University, Department of Medicine is looking for an Administrative Associate 2 to provide administrative support to the Sean N. Parker Center for Allergy and Asthma Research's Medical Director. Job duties will include P-Card transactions, travel planning, purchasing, event planning/coordination, grant and publication proofreading, coordination of sponsor visits and pre-award tasks such as updating PI's other support pages and CVs.
The Sean N. Parker Center for Allergy and Asthma Research is the first center of its kind, aiming to not only to find better treatments for children and adults with allergies and asthma, but to discover underlying immune mechanisms against the diseases and develop a lasting cure. To learn more about the Sean N. Parker Center please visit med.stanford.edu/allergyandasthma
Respond to inquiries, and determine and take appropriate action as required. Serve as a resource regarding a defined set of policies and procedures. Coordinate pre-study site visits from our sponsors for clinical trials. Gather all the information requested by sponsor prior to the visit (CVs, clinic shipping address, clinic contact information, etc.).
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. Arrange clinic socials
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. Assist Medical director and other PIs with pre-award duties such as collecting and updating CVs, OS pages, etc. Will also assist with the proofreading of publications and grant applications.
Plan and schedule calendar(s) based on consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies. Coordinate schedule for Medical director that includes heavy travel, clinic time and research time. Schedule NIH and sponsored travel for Medical director. Book flights, make hotel arrangements and confirm scheduled meetings.
Process and monitor routine financial transactions, which may include researching and resolving discrepancies. Process pcard verifications, expense reports and purchase requisitions.
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.
Assist with scheduling of interviews and onboarding for volunteers and student workers. Assist with updates to training materials.
* - Other duties may also be assigned
Bachelor's degree and three years of administrative experience
EDUCATION & EXPERIENCE (REQUIRED):
High school diploma and three years of administrative experience, or combination of education and relevant experience.
KNOWLEDGE, SKILLS AND ABILITIES (REQUIRED):
Proficient computer skills and demonstrated experience with office software and email applications.
Demonstrated success in following through and completing routine tasks.
Strong organizational skills and attention to detail.
Strong verbal and written communication skills.
Excellent customer service and interpersonal skills.
Ability to prioritize and multi-task.
Constantly perform desk-based computer tasks.
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.
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.
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, 9000 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 University is an ...equal opportunity employer and is committed to increasing the diversity of its faculty. It welcomes nominations of and applications from women, members of minority groups, protected veterans and individuals with disabilities, as well as from others who would bring additional dimensions to the university’s research, teaching and clinical missions.