Administrative Associate 2

Stanford University is seeking an Administrative Associate 2 to provide administrative or operational support working under general supervision.

You will be working with an unparalleled leading-edge community of faculty and staff that are fundamentally changing the world of health care. You will have the opportunity to influence and drive change with your innovative ideas, the ability to make a difference and participate in human advancements.  Our culture is fast-paced, energetic, and growing all of the time.

We offer a variety of benefits beyond traditional medical, dental, retirement, and savings options:

• Events and program for children, sports camps, tuition options
• World-class intellectual stimulation through learning and development classes, workshops, and onsite conferences from leading-edge speakers and faculty
• Work/life and family-friendly policies and reimbursement
• Participation in Stanford’s social responsibility and sustainable programs for a better world
• A vibrant university culture that values the uniqueness of each individual

We are seeking candidates who are progressive thinkers, see challenges as simple problems to solve, and have the spirit and energy to change the world.

About the Department of Pathology:

The Department of Pathology is a founding department of the Stanford School of Medicine and one of the leading departments in the United States. Our preeminent faculty spans from emerging leaders to highly accomplished physicians and scientists, including a Nobel laureate and members of the National Academy. Our mission is to improve the diagnosis, treatment, and basic understanding of the human disease.  This is done through discovery (research), education, and clinical care.

For more information about the department visit http://pathology.stanford.edu/

The Department of Pathology at the School of Medicine at Stanford University is seeking an Administrative Associate 2 to provide administrative and operational support under general supervision with a can-do attitude and excellent communication skills in a diverse and dynamic work environment.  In this role, you will perform functions and activities involved in the support of the department’s faculty and staff. As a backup to the Executive Assistant, you will be interacting with staff and faculty, regarding a multitude of different topics such as research, administrative tasks, facilities office moves, event calendaring, event support, travel arrangements, progress reports of tasks, and routine financial inquiries. At times you may serve as a liaison between the clinical labs and the department’s business office, central administration, vendors, and collaborators (internal and external institutions).

This individual should be highly organized, resourceful, and able to multitask with ease along with demonstrating strong business judgment, professional etiquette, and exceptional analytical and problem-solving skills. In addition to having a “can-do” attitude and pleasant demeanor, you must have extraordinary communication skills that allow you to interact with a diverse group of people.

• 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.
• Greet and escort guest visitors upon arrival, ensuring a warm and hospitable atmosphere.
• Maintain confidentiality of sensitive information and exercise discretion at all times.

* - Other duties may also be assigned

Desired Qualifications:

• Strong problem solver 
• Professionalism, discretion, and ability to maintain confidentiality.
• Demonstrated experience using Microsoft Outlook and Excel.
• Experienced working in a Clinical and/or Laboratory setting.
• Outlook and Google Calendaring experience.
• Experience in scheduling and booking travel.

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 effectively.
• Professional demeanor with the ability to interact with all levels of staff.

• 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 50 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 Conditions:

• May require working in close proximity to bloodborne pathogens.
• May require work in an environment where animals are used for teaching and research.
• Position may at times require the employee to work with or be in areas where hazardous materials and/or infectious diseases are present.
• Due to the nature of the work, this position will be fully on-site.
• May require working outside normal office hours for on-site event support.

The expected pay range for this position is $26.92 to $37.02 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.

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 course auditing. 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

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.
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.
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.