Administrative Associate 3

Stanford University is seeking an Administrative Associate 3 to provide administrative or operational support with limited supervision. May be responsible for leading other administrative staff or subordinates.

Duties include:

• Serve as the primary administrative point of contact for MCHRI, independently triaging and resolving a high volume of operational, grant, and membership inquiries with minimal escalation
• Manage end-to-end logistics for major, complex events, coordinating vendors, venues, materials, and event budgets.
• Manage complex executive calendars for MCHRI leadership, resolving scheduling conflicts and coordinating multi-stakeholder meetings.
• Coordinate travel arrangements for staff, faculty, visiting speakers, and guests using Egencia in compliance with university and sponsor policies.
• Develop, edit, and maintain unit operational SOPs and listserv distributions.
• Maintain complex reporting tools and database logs using Excel, Smartsheet, REDCap, and Oracle to track operational metrics, software licenses, and grant award milestones.
• Process complex financial transactions via Oracle Financials (honoraria, reimbursements, purchase orders) and serve as departmental verifier for PCard and TCard accounts.
• Oversee day-to-day office operations, facility maintenance requests, IT hardware/software setups for onboarding personnel, supply inventory, and emergency preparedness documentation.

* - Other duties may also be assigned

Core Duties:

• 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.

Minimum Education and Experience

High school diploma and four years of administrative experience, or combination of education and relevant experience.

Knowledge, Skills and Abilities:

• 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.

• Excellent 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.