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Opportunities in the Department of Chemistry

Please see below for current staff openings.

Administrative Associate 3

Position Summary: The Department of Chemistry is seeking an Administrative Associate to support faculty and their research groups. The Administrative Associate will work under general supervision of the CAS Administrative Manager and must possess and demonstrate a positive outlook on continuous process improvement efforts while maintaining a team-based and customer-focused mindset. It is critical that this position exhibit the abilities to practice sound judgment and decision-making, effective written & oral communication, strong attention to detail and respectful relationship management. 

The Administrative Associate will prepare forms and provide supplemental information to process competitive faculty grant submissions and renewals and submit grant progress reports. They will assist in preparation and management of animal and human subject protocols, and RRAs (Research Related Agreements).  They will provide day to day support for professors, graduate and postdoctoral students. They will oversee and process material and supplies orders, initiate work orders, FedEx shipments, reimbursement of expenses, and verifications on travel card and purchasing card transactions.  They will assist faculty on travel arrangements and itineraries.  They will also assist and process DS-2019 and corresponding paperwork required for visitor appointments (e.g. Visiting Researchers, Visiting Scholars, Visiting Postdoctoral Scholars).

The successful candidate must also exhibit a strong desire to continuously learn new and unfamiliar business topics, policies and procedures as they relate to administration – the ability to translate this information into operational successes will be critical.  This position is part of the CAS team in the Chemistry Department with members working collaboratively in support of the research and teaching mission of the department.

This is a 100% FTE, continuing position, non-exempt. This position will be based on the Stanford campus and will be considered for an option of telecommuting (hybrid of working on-site and off-site), subject to operational need.

To Apply: If you believe that this opportunity is a match for your knowledge, skills, and abilities, we encourage you to apply through the following link. Thank you for considering employment opportunities with the School of Humanities and Sciences. 

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.

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.
  • 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.

The expected pay range for this position is $33.17 to $43.75 per hour.