1A4 – Non Exempt
Simbios, the National Center for Physics-Based Simulation of Biological Structures in the School of Engineering at Stanford, is a large interdisciplinary, multi-institution national center with many moving parts and we are looking for an experienced, flexible, and diplomatic administrator to help us coordinate them. This will involve a wide range of tasks, and the successful applicant will have both high-level skills and a willingness to do what’s needed. Under general supervision, you will independently manage multiple responsibilities and projects as assigned, and help support and coordinate the activities of Simbios faculty, staff, postdoctoral fellows, and students mostly at Stanford but also at other institutions. You will work closely with our Director of Dissemination to help manage our interactions with our many outside users and help administer the grant.
Key duties, which involve a significant degree of independence and accuracy, include: maintain websites, prepare and arrange reimbursements, pay invoices, obtain supplies, manage external correspondence, provide phone support, schedule meetings, assist with conference/event/workshop planning, videotape events and post them on the web, make travel arrangements, and assist with grant preparation and submission.
In addition, you will provide post-award grants management for the center, which is supported by a $10.6 million grant from the National Institutes of Health (NIH). You will be responsible for tracking, monitoring, reconciling, and resolving discrepancies with this grant. Specific tasks include but are not limited to reviewing and ensuring PI certification of expenditure statements, preparing customized reports for PIs and other managers as requested, and using various management reporting tools to accomplish these tasks.
Minimum of 3 years directly related work experience as an administrative associate
• Excellent interpersonal and communication skills with professional manner
• Excellent organizational and project management skills
• Good time management skills with ability to track deadlines
• Ability to multitask effectively and deal positively with interruptions
• Strong computer skills with experience in MS Word, Excel, Power Point and the use of email
• Ability and willingness to learn how to update our website, manage on-line registrations and surveys, and perform other routine web-related tasks.
• Two year degree required, Bachelor’s degree preferred.
• Experience in maintaining web pages and video editing highly desired. Working knowledge of HTML is helpful
• Experience with Adobe Photoshop and Illustrator
• Experience in research administration of federal and non-federal grants and contracts
• Knowledge and proficiency in fund accounting concepts, especially university practices
Link to position here
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