Administrative Associate, Strategic Ventures (Hybrid)

Stanford University School of Medicine, located in the heart of Silicon Valley, was founded in 1858 with a mission to be the premier research-intensive medical school that improves health through leadership, diversity, and a collaborative approach to discovery and innovation in patient care, education, and research.

About the role

We are seeking an Administrative Associate for our Strategic Ventures team to provide complex administrative or operational support with minimal supervision.

Responsibilities

• Act on behalf of the supervisor and other team leaders in establishing priorities and identifying and resolving administrative problems.
• 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
  • Managing events within budget
• Create, edit, and organize electronic and print materials for presentations for both internal and external meetings.
• Prepare collateral for meetings as needed.
• Plan and schedule calendars without prior consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
• Process a variety of financial transactions.
• Lead the administrative functions of a program or unit.
• Serve as lead resource for space-related issues including meeting rooms: calendars, IT, supplies, room conditions, and building access.
• Maintain listservs, contact lists, program rosters, and team rosters.
• Core duties:
  • Act on behalf of the supervisor, department manager, or chair in establishing priorities and identifying and resolving administrative problems.
  • Research and/or write background information for meetings; participate in meetings on supervisor’s behalf and inform afterward.
  • Compose and draft documents and correspondence for presentations, course handouts, grants, conferences, seminars, and reports; perform substantial research, 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.
  • Create complex reports and spreadsheets which may utilize specialized software and systems; make recommendations based on reports.
  • 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 complex office moves; plan and coordinate routine remodeling and renovations.
  • Analyze and review material and extract pertinent information for briefing purposes.
  • In conjunction with financial lead and/or principal investigator, assist with sponsored project research proposal submissions and post-award administration.
  • Perform human resources transactional support and/or faculty affairs support; coordinate or manage the visa process.
  • Serve as building coordinator.
  • Oversee or supervise day-to-day work of other administrative or support staff, student and/or temporary workers, including scheduling, assigning, and prioritizing workloads, setting deadlines, reviewing work for quality and timeliness, and providing performance review input.

Requirements

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

Skills

• Advanced computer skills and demonstrated experience with office software and email applications.
• Proven success in following through and completing projects.
• Excellent organizational skills and attention to detail.
• Excellent 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.

Pay

The expected pay range for this position is $46.95 to $53.03 per hour in Stanford work locations.