Administrative Associate 3

Work agreement: Hybrid, probably 3 days in-office (Monday, Wednesday, Thursday)

Summary:
The Department of Neurology, Epilepsy Division, Clinical Data Animation Center (CDAC) lab is seeking for a temporary Administrative Associate 3. We are actively seeking a highly motivated candidate to perform a variety of administrative functions, including strong organizational and communication skills, calendaring, and financial processing experience, as well as those who demonstrate a strong track record in schedule and project management and have experience navigating Stanford Oracle Finance (preferred).
This position reports directly to the Department Operations Manager and works closely with the Division Chief.
● Job Duties:
○ Provide general administrative support including calendaring, meeting scheduling, travel management, and processing reimbursements.
○ Respond to inquiries and determine and take appropriate action as required.
○ Perform duties associated with scheduling, organizing, and operating conferences, seminars, and events
○ Schedule/Calendar management, travel arrangements, event planning, purchasing/reimbursements, project management, contract submissions, IRB (Institutional Review Board) submissions
○ Knowledge in admin personnel onboarding/offboarding
○ Oversee and/or process a variety of complex financial transactions; produce, monitor, and reconcile budget statements; research, identify, and resolve discrepancies.
● Duration of project (start and end date): Immediate start, one-year assignment with possible extension unless funding issues changes
● How many years of experience are required? High school diploma and 5-10 + years of high level admin experience, or combination of education and relevant experience.
● Will this role extend or possibly convert to a Stanford FTE? Yes.

Requirements:
Knowledge, Skills and Abilities:
● Proficient computer skills and demonstrated experience with office and email software ● 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
● Experience in academic or medical center environment
● Experience in navigating Stanford Financial management tools such as Oracle
● Experience in coordination of event and logistics
● Experience with project management tools