Administrative Assistant 2, AA2, 100% FTE, Non-exempt, 1-Year Fixed Term
School of Engineering, Department of Bioengineering
We are seeking an administrative assistant to help organize events, maintain and update content on websites, and provide general office support for three projects within Stanfords Department of Bioengineering: The Mobilize Center, UCSF-Stanford CERSI, and the AI100 Project. The Department, which is jointly supported by the Schools of Medicine and Engineering, includes, in a single department, research and teaching programs that embrace biology as a new engineering paradigm and apply engineering principles to medical problems and biological systems.
The Mobilize Center at Stanford University (mobilize.stanford.edu) is a National Institutes of Health (NIH) Big Data to Knowledge (BD2K) Center for Excellence. The Mobilize Centers mission is to use state-of-the-art data analysis techniques to improve human movement across the wide range of conditions that limit mobility, including osteoarthritis, stroke, running injuries, and cerebral palsy. In addition to conducting cutting-edge research, the Mobilize Center also organizes workshops and symposia, publishes a magazine, and runs other outreach events.
The UCSF-Stanford Center of Excellence in Regulatory Science and Innovation (UCSF-Stanford CERSI) initiative is a joint undertaking among: University of California, San Francisco (UCSF), School of Pharmacy and School of Medicine; Stanford University, School of Engineering and School of Medicine; U.S. Food and Drug Administration (FDA). These three partners work collaboratively on projects that promote the emerging field of regulatory scienceincluding innovative research, education, outreach, and scientific exchangetogether with foundations and commercial entities interested in the development of FDA-approved medical products. Collaborations between the center and the pharmaceutical, biotechnology, and high-tech industries of the San Francisco Bay Area and the West Coast are especially important to the centers aims.
The AI100 Project (ai100.stanford.edu/) is the One Hundred Year Study on Artificial Intelligence, or AI100, is a 100-year effort to study and anticipate how the effects of artificial intelligence will ripple through every aspect of how people work, live and play.
This is a one-year fixed-term position with the possibility of extension based on funding.
Note: Not all unique aspects of the job are covered by this job description
Provide administrative or operational support working under general supervision.
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, events, and meetings, including recommending vendors for services, overseeing the production and distribution of materials, publicizing events, coordinating logistics, serving as liaison with internal and external vendors, and facilitating meetings including preparing agendas and taking minutes.
Process and monitor routine financial transactions, which may include researching and resolving discrepancies.
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.
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.
Edit video materials for online mini-courses.
May perform human resources transactional support, e.g. time cards, 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
Education & Experience:
High school diploma and three years of administrative experience, or combination of education and relevant experience.
Knowledge, Skills and Abilities:
Proficient computer skills and demonstrated experience with office software and email applications. Ability and willingness to learn how to update content on our WordPress website, manage on-line registrations and surveys, and manipulate images to post on webpages.
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 and Licenses:
Constantly perform desk-based computer tasks.
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 25 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.
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.
Applicants are required to upload a cover letter and rsum to be considered for this opening.
About Stanford University
Stanford University, located between San Francisco and San Jose in the heart of Californias Silicon Valley, is one of the worlds leading teaching and research universities. Since its opening in 1891, Stanford has been dedicated to finding solutions to big challenges and to preparing students for leadership in a complex world.
Supporting that mission is a staff of more than 10,000 which is rooted in a culture of excellence and values innovation, collaboration, and life-long learning. To foster the talents and aspirations of our staff, Stanford offers career development programs, competitive pay that reflects market trends and benefits that increase financial stability to promote healthy and fulfilling lives. An award-winning employer, Stanford offers an exceptional setting for professionals looking to advance their careers.
Stanford is an equal employment opportunity and affirmative action employer and is committed to recruiting and hiring without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.
Located between San Francisco and San Jose in the heart of Silicon Valley, Stanford University is recognized as one of the world's leading research and teaching institutions. Leland and Jane Stanford founded the University to "promote the public welfare by exercising an influence on behalf of humanity and civilization." Stanford opened its doors in 1891, and more than a century later, it remains d...edicated to finding solutions to the great challenges of the day and to preparing students for leadership in a complex world. The University's thriving diverse community is comprised of nearly 7000 undergraduate students, 9000 graduate students, 2000 faculty members, 1900 postdoctoral scholars, and over 11,000 academic and administrative staff in seven schools including several interdisciplinary research centers and institutes. The campus spreads over 8000 contiguous acres and nearly all undergraduates live on campus. Stanford offers bachelor's and master's degrees in addition to doctoral degrees (PhD, MD, DMA and JD) plus a number of professional and continuing education programs and certifications. More at http://facts.stanford.edu and http://www.stanford.edu.
Stanford University is an equal opportunity employer and is committed to increasing the diversity of its faculty. It welcomes nominations of and applications from women, members of minority groups, protected veterans and individuals with disabilities, as well as from others who would bring additional dimensions to the university’s research, teaching and clinical missions.