The Department of Biology is seeking a 75% FTE Administrative Associate 2 that will be responsible for scanning and tracking packages, determining if packages need refrigeration and/or require an appropriate place for temporary storage; troubleshoot packages, making certain that all shipments are resolved to final disposition. The AA2 will be responsible for operating scanners, computers, and making photocopies to maintain file copies of documents and notifies recipients of packages for pick-ups. They will also sign for receipt of packages and scans packages to obtain recipient information. The AA2 is the first point of contact for managing receipts and return of Laboratory Safety garments. Responsible for the coordination of the program logistics.
The administrative associate will also be responsible for greeting visitors/carriers and routing them to appropriate individuals, and will serve as a resource for receipt and status of packages. Other tasks include answering questions and provides callers with addresses, directions and other information. Tracking receipts of capital equipment in receiving in order to initiate the process of tagging equipment in Sunflower equipment program. Responding to inquiries and determine and take appropriate action as required. Serve as a resource regarding defined set of policies and procedures. Performing office duties including, handling of packing slips, photocopying, scanning data entry in Oracle, and monitoring work orders to Operations and Maintenance.
The ideal candidate will have:
Customer Service skills- manages difficult or emotional customer situations; responds promptly to customer needs; responds to request for service and assistance.
Language Skills - Reads and comprehends simple instructions, short correspondence, and memos; writes simple correspondence.
Problem Solving skills - identifies and resolves problems, such as missing and/or damaged packages, in a timely manner; gathers and analyzes information skillfully; develops alternative solutions; works well in team problem solving situations.
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. 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.
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 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 the 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.
Stanford is an equal opportunity employer and all qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.
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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 dedicated 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, 12000 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 is an equal empl...oyment opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law. Stanford also welcomes applications from others who would bring additional dimensions to the University’s research, teaching and clinical missions.