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Administrative Associate 3

Company: Stanford Medicine
Location: Castro Valley
Posted on: January 15, 2022

Job Description:

Stanford Medicine's Department of Obstetrics and Gynecology (OBGYN) research program lies at the nexus of what is current and what is possible for women's health, seeking to answer the most human of questions. Our discoveries are driven by compassion and innovation, with a longstanding history of practice-changing breakthroughs in reproductive and stem cell biology and women's health.The OBGYN department is seeking a highly qualified, enthusiastic, and service-focused Administrative Associate 3 (AA3) to support basic science research and training in our department through coordination of OBGYN's postdoctoral scholars, coordination of visiting scholars, and administrative support to our Division of Reproductive, Stem Cell and Perinatal Biology.This AA3 role will be responsible for the coordination of all postdoctoral related duties within the department. This includes helping recruit postdocs to department in cooperation with faculty, managing the postdoc appointment process, entering postdoc salaries in the Graduate Financial System (GFS), and attending to general wellness needs of our postdoc community. The candidate will work closely with the Office of Post-Doctoral Affairs (OPA) and Bechtel International in processing appointments, terminations and visas for international postdocs. Similarly, the AA will serve as coordinator for short term visiting scholars, who are primarily visiting from international locations. Duties include submission of the visiting scholar's application materials, petitions for visas, and provision of basic onboarding/orientation for visitors. They will be responsible for keeping visitors and their faculty sponsors educated on relevant policy, while also maintaining a friendly and welcoming presence and serving as a general resource for scholars visiting the department. Additionally, this AA3 will serve as liaison with the Bechtel International Center for visa needs for OBGYN faculty staff as needed. Finally, this role will also provide high-level administrative support to Division of Reproductive, Stem Cell and Perinatal Biology (RSCPB) faculty including but not limited to lab ordering, calendaring, travel arrangements, reimbursements, conference planning and grant submission support. We are looking for a friendly, detail-oriented and dependable self-starter with strong interpersonal and communication skills comfortable working around and supporting basic science. This position requires a high level of accuracy, organization, multi-tasking, independence, sound judgment, and decision-making. It also requires a motivated person with a good communication skills, and a passion for customer service and supporting others. Successful candidates will have the ability to adapt well to changing circumstances and interact well with the administrative team, faculty, postdocs, and students in a diverse and inclusive environment.This is an excellent opportunity for a strong administrative associate who would like to support the Department of OBGYN's research and teaching mission in a dynamic and growing organization.Duties include:

  • Act on behalf of the supervisor, department manager, or chair in regards to 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.
  • 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.As an organization that receives federal funding, Stanford University has a COVID-19 vaccination requirement that will apply to all university employees, including those working remotely in the United States and applicable subcontractors. To learn more about COVID policies and guidelines for Stanford University Staff, please visit QUALIFICATIONS:
    • Experience with Stanford's Office of Postdoctoral Affairs and Bechtel international Center.
    • Demonstrated interest in women's health.
    • Knowledge of common work and educational visas.
    • Familiarity with Stanford systems, including FASA and oracle financials. EDUCATION & EXPERIENCE (REQUIRED): High school diploma and four years of administrative experience, or combination of education and relevant experience.KNOWLEDGE, SKILLS AND ABILITIES (REQUIRED):
      • Advanced computer skills and demonstrated experience with office software and email applications.
      • Demonstrated success in following through and completing 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. PHYSICAL REQUIREMENTS*:
        • 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 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.WORK STANDARDS:
          • 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, Additional Information
            • Schedule: Full-time
            • Job Code: 4103
            • Employee Status: Regular
            • Pay Grade: F
            • Department URL:
            • Requisition ID: 92673 As an organization that receives federal funding, Stanford University has a COVID-19 vaccination requirement that will apply to all university employees, including those working remotely in the United States and applicable subcontractors. To learn more about COVID policies and guidelines for Stanford University Staff, please visit

Keywords: Stanford Medicine, Castro Valley , Administrative Associate 3, Administration, Clerical , Castro Valley, California

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