Project Administrative Coordinator
dev2
Stanford, CALIFORNIA, us
Posted Dec 11, 2023
- Full-time
- Project Management
Job description
The Stanford Center for Clinical Research (SCCR) is a growing academic research organization within the Stanford Department of Medicine. Our mission is to conduct and promote high-impact, innovative clinical research to improve human health. At SCCR, we strive to find team members who are passionate about their work, flexible, fun, and want to deliver results. We place a high priority on equipping our staff to perform their job efficiently, helping them acquire new skills and grow within the organization. We encourage our team to have a healthy balance between work commitments and life outside of work and provide support to achieve this balance. If you are looking to make a large impact through global-reaching clinical research, we encourage you to apply! SCCR is seeking an Administrative Associate 3 to provide administrative and operational support for 2 large industry projects and for SCCR’s growing team. The incumbent of this role will be responsible for leading and mentoring other administrative staff. The ideal candidate will be comfortable working in a fast-paced environment, have excellent communication skills, is comfortable presenting ideas and recommendations to SCCRs leadership team, is a self-starter who isn’t afraid of taking initiative, and works well with limited supervision. Duties include: 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. 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. 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: Bachelor’s degree. Clinical research operations experience and basic knowledge of medical terminology Outstanding interpersonal and diplomacy skills for collaborating with multidisciplinary, internal and external VIP stakeholders. Understanding of the organization of Stanford University preferred. Occasionally work across multiple time zones. 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. Excellent 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. 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 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,