Administrative Associate 2

Administrative Associate (AA2) for the Stanford Cancer Institute

This is an on-site position. Hybrid schedule may be available, but determined by the Administrative Manager and the operational needs of the SCI.

The Stanford Cancer Institute (SCI) is one of only 49 National Cancer Institute-Designated Comprehensive Cancer Centers in the country and builds synergies and collaborations across Stanford Medicine. The SCI is a prominent, dynamic, and complex Institute in the Stanford School of Medicine. In the SCI you will be working with an unparalleled leading-edge community of faculty and staff who are fundamentally changing the world of health care in the cancer arena.

We are seeking an Administrative Associate (AA2) who will work under general supervision for the Stanford Cancer Institute to provide a full range of high-level administrative support to the Cancer Institute Administration. You will be supporting these areas by managing complex calendars, and scheduling meetings for various working groups. Specific responsibilities include but are not limited to: engaging in multiple means of correspondence with collaborating investigators, preparing documents and presentations, making travel arrangements, maintaining confidential records, scanning confidential documents, providing meeting summaries, and processing large volume of payments and invoices through Stanford's Oracle Financial System. This position requires you to be highly organized, extremely detail oriented, and be able to multi-task. In addition, you will be expected to demonstrate strong business judgment, professional etiquette, and problem-solving skills. If you have a "can-do" attitude, a pleasant demeanor, and love to interact with a diverse group of people, and have the required job qualifications, then we would encourage you to apply for this position.

Duties include*:

• 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 large volume of routine financial transactions, which may include researching and resolving discrepancies.

• Maintain office supplies and equipment; obtain vendor quotations, as needed. Coordinate office moves.

• Other duties may also be assigned.

DESIRED QUALIFICATIONS:

• Four-year college degree.

• Knowledge of the grant submission process (pre-application management).

• Experience with managing complex calendars, processing transactions on SU Oracle Financial System, web authoring, SU IRB guidelines, and Stanford Administrative Systems.

• Detail Oriented and Extremely Organized.

• Self-starter.

• Resourceful.

• Experience with Adobe Creative Suite and EndNote software.

• Strong writing skills and experience with website management.

• Strong proof-reading skills.

• Prior experience in an academic setting.

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.

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.

WORKING CONDITIONS:

This is on on-site position. Hybrid schedule may be available, but determined by the Administrative Manager and the operational needs of the SCI.

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, http://adminguide.stanford.edu.

The expected pay range for this position in the Stanford Work Location is $27.40 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.

Consistent with its obligations under the law, the University will provide reasonable accommodations to applicants and employees with disabilities. Applicants requiring a reasonable accommodation for any part of the application or hiring process should contact Stanford University Human Resources by submitting a contact form.

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.

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.

Additional Information

• Schedule: Full-time

• Job Code: 4097

• Employee Status: Regular

• Grade: E

• Requisition ID: 103312

• Work Arrangement : On Site