Administrative Associate 3
Location: Castro Valley
Posted on: November 15, 2022
The Division of Interdisciplinary Brain Sciences (DIBS) at the
Stanford University School of Medicine is dedicated to research
that will improve the lives and well-being of individuals with
disorders of the brain and improve knowledge of healthy brain and
behavioral development. DIBS research staff are dedicated to
identifying biological and environmental risk factors,
understanding disease pathophysiology and developmental outcomes,
and developing new treatments for neurodevelopmental, neurogenetic
and neuropsychiatric disorders of childhood onset. Our research
studies are truly multi/interdisciplinary as they bring together
experts from the fields of psychiatry, neurology, psychology,
computer science, biostatistics, and genetics to explore and seek
answers for complex questions related to brain-behavior
relationships. The DIBS seeks a full-time Administrative Associate
3 to join our team. This position will provide administrative or
operational support to the Division Director. This position will
assist with overall administrative operations including research
program management (IRB and grant renewals and submissions),
clinical program support, and overseeing the postdoctoral and
undergraduate student training program. This position will report
to the Division Director, assist with overseeing and providing
guidance to the Administrative Associate 2 and will work closely
with the Research Finance Manager and the Imaging Lab Manager. This
role is flexible for a fully on-site or hybrid schedule (preference
of candidate). 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
- 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
- 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 DESIRED
- Experience in Stanford systems
- Experience working within a fast-paced research
- Comfortable working independently EDUCATION & EXPERIENCE
- Bachelors' degree 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
- 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
- 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
- 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
- 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 ***As an
organization that receives federal funding, Stanford University has
Keywords: Careerbuilder-US, Castro Valley , Administrative Associate 3, Other , Castro Valley, California
Didn't find what you're looking for? Search again!