The Department of Molecular and Cellular Physiology (MCP) in the School of Medicine is excited to announce an opening for an Operational Specialist (Administrative Associate 2) for a 2-year fixed term. This is a unique opportunity to provide administrative and operational support to our prestigious research labs, which include Nobel Laureates and state-of-the-art facilities. This role is the perfect opportunity for those looking to gain invaluable entry-level administrative experience at Stanford University.
As part of a dynamic team of 10 administrative professionals, who support 13 esteemed faculty members, along with their research staff, postdocs, and graduate students. This position starts as a 2-year fixed term and, depending on the department's future needs, has the potential to transition into a long-term role. The Operational Specialist will begin as an on-site position and based on training, development and performance has the possibility of becoming a hybrid position during the 2-year term.
In this fast-paced academic research environment, you will support a diverse group of individuals and tackle a wide range of duties with frequently shifting priorities. We are committed to fostering a positive, productive, and inclusive work culture, and we value planning, communication, independent problem-solving, and strong time-management skills. Your administrative professionalism, creativity, clear communication, and interpersonal skills will be highly appreciated.
Key Responsibilities:
- Manage lab orders and work with vendors
- Process reimbursements and handle scheduling and travel management
- Onboard new lab members and assist with lab communication
- Support faculty with grant-related documents and teaching activities
- Play a key role in supporting department events, including the annual fall scientific retreat
Join us and be part of a collaborative team that makes a difference in groundbreaking research. Apply now and take the first step towards an exciting career at Stanford University!
This position will be based on the Stanford Medical School campus and after training and development and demonstration of independence we expect this position will be eligible for a hybrid work schedule.
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 routine financial transactions, which may include researching and resolving discrepancies.
• Maintain office supplies and equipment; obtain vendor quotations, as needed. Coordinate office moves.
• May serve as the point of contact for general maintenance, health and safety, and other facility concerns within the unit(s); report any incidents or potential safety problems to appropriate representatives. Track completion of required training.
• Maintain approved content on websites.
• May perform human resources transactional support, e.g. timecards, I9s, and/or faculty affairs support.
• May guide and train student and/or contingent workers including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, and reviewing work for quality and timeliness.
* - Other duties may also be assigned
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.
DESIRED QUALIFICATIONS:
• Desire to work in an academic environment
• Experience with all aspects of the purchasing process in a complex organization
• Strong organizational skills and attention to detail
• Experience with calendaring, scheduling and event planning
• The ability to work both independently and in a team environment wearing many different hats
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.
CERTIFICATIONS & LICENSES:
None
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.
