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.
Stanford University is one of the world’s most renowned universities. Sitting in the heart of the San Francisco Bay Area among the valley’s most progressive companies.
You will be working with an unparalleled leading-edge community of faculty and staff that are fundamentally changing the world of health care. You will have the opportunity to influence and drive change with your innovative ideas, the ability to make a difference and participate in human advancements. Our culture is fast-paced, energetic, and growing all of the time.
We offer a variety of benefits beyond traditional medical, dental, retirement, and savings options:
- Events and program for children, sports camps, tuition options
- World-class intellectual stimulation through learning and development classes, workshops, and onsite conferences from leading-edge speakers and faculty
- Work/life and family-friendly policies and reimbursement
- Participation in Stanford’s social responsibility and sustainable programs for a better world
- A vibrant university culture that values the uniqueness of each individual
We are seeking candidates who are progressive thinkers, see challenges as simply problems to solve, and have the spirit and energy to change the world.
About the Department of Pathology:
The Department of Pathology at Stanford School of Medicine, one of its founding departments, stands as a leader among its peers nationwide. Our preeminent faculty spans from emerging leaders to highly accomplished physicians and scientists, including a Nobel laureate and members of the National Academy. Our mission is to improve the diagnosis, treatment, and basic understanding of the human disease. This is done through discovery (research), education, and clinical care.
Comprised of extraordinary faculty and staff, our mission is to improve the ability to diagnose, treat and understand the origin and manifestation of human disease, and to care for those who have or are at risk to develop disease. We accomplish this through our clinical services (in all fields of anatomic and clinical pathology, including molecular and genomic pathology, histocompatibility testing and transfusion medicine) and be research (which includes basic, translational and clinical research into the origins and manifestations of disease, including efforts to improve disease prediction and prevention as part of the goal of achieving precision medicine and health), and also by educating future leaders in pathology and related fields. Everything we do is to achieve the goals of providing the highest quality of clinical services to the patients for whom we passionately care, to advance our ability to understand, diagnose, monitor and ultimately to cure disease or to prevent or delay its occurrence, and to provide outstanding education and career development opportunities to those who share these goals.
About the Position:
The Department of Pathology at Stanford University School of Medicine is seeking a Computer Procurement Lead to provide administrative and operational support with minimal supervision to our lab services and operations team. The ideal candidate will possess a positive, proactive attitude and excellent communication skills, thriving in a diverse and dynamic work environment.
In this role, you will support the faculty, laboratories, and staff within the department of pathology, serving as the primary point of contact for the procurement process of computers, software, and ergonomic. You will interact with faculty, new recruits, external vendors, and business staff, handling a variety of administrative tasks that include managing the usage of research equipment, facilities, building resources, vendor scheduling, progress reports, inventory audits, and routine financial inquiries.
You will also be responsible for initiating, monitoring, and processing a significant volume of equipment purchases for the department. In this capacity, you may act as a liaison between the labs and the department’s business office, as well as with central administration, vendors, and collaborators from both internal and external institutions. You will serve as the primary contact for all inquiries related to computer, ergonomic, software, furniture, and procurement processes for pathology.
Additionally, you will assist pathology with monitoring and processing building-related work requests and reviewing our departmental property database.
The ideal candidate will be highly organized, resourceful, and adept at managing multiple tasks efficiently, while demonstrating strong business judgment and professional etiquette. Exceptional analytical and problem-solving skills are essential, along with a “can-do” attitude, a pleasant demeanor, and outstanding communication abilities to effectively engage with a diverse group of individuals.
Duties include:
- Act on behalf of the supervisor, department manager, or chair in establishing priorities and identifying and resolving administrative issues.
- Respond to inquiries with appropriate action and serve as a resource and first point of contact within the department for computer/software procurement operations and disposal processes.
- Oversee the purchasing and deployment of computer equipment for the entire pathology department.
- Create, maintain, modify, and ensure the accuracy of content in various documents, displays, reports.
- Plan and schedule appointments with minimal consultation, effectively resolving any scheduling conflicts.
- Generate complex reports and spreadsheets utilizing specialized software and systems.
- Oversee and process a variety of complex financial transactions, produce and reconcile budget statements, and identify and resolve discrepancies. Assist with capital or special equipment requests and vendor selection as needed.
- Assist with faculty onboarding related to technology needs.
- Maintain accurate record-keeping and system tracking; conduct system evaluations, troubleshooting, and audits.
- Manage computer inventory, including loaner equipment for the pathology department.
- Coordinate and assist with processing ergonomic and telephone requests for business and lab staff within the department.
- Handle equipment disposals for the department.
- Coordinate and monitor the completion of routine maintenance services.
* - Other duties may also be assigned
Desired Qualifications:
- Proven experience managing multiple projects simultaneously.
- Familiarity with working in or around laboratories.
- Knowledge of basic scientific equipment and computer terminology.
- Proficient in Microsoft Outlook and Word.
- Experience with working with Oracle finance systems
- Strong team player.
- Ability to adapt and learn quickly in a fast-paced environment with minimal supervision.
- Excellent communication skills, both clear and concise.
- Strong interpersonal skills
Education & Experience (Required):
- High school diploma and four years of administrative experience, or combination of education and relevant experience.
Knowledge, Skills, and Abilities (Required):
- 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
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.
- Occasionally 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 position may have a flexible work location, with the possible ability to be either co-located near the Stanford campus in Palo Alto, CA as a hybrid worker.
Why Stanford is for You
Imagine a world without search engines or social platforms. Consider lives saved through first-ever organ transplants and research to cure illnesses. Stanford University has revolutionized the way we live and enrich the world. Supporting this mission is our diverse and dedicated 17,000 staff. We seek talent driven to impact the future of our legacy. Our culture and unique perks empower you with:
- Freedom to grow. We offer career development programs, tuition reimbursement, or course auditing. Join a TedTalk, film screening, or listen to a renowned author or global leader speak.
- A caring culture. We provide superb retirement plans, generous time-off, and family care resources.
- A healthier you. Climb our rock wall or choose from hundreds of health or fitness classes at our world-class facilities.
