What are the responsibilities and job description for the Administrative Associate lll position at Leadstack Inc?
Support the Center for Innovation in Global Health (CIGH) with all administrative and operational tasks, with a specific focus on processing financial transactions, international travel reimbursements, and initiating purchase orders for CIGH supplies, equipment, software needs, etc. Support the Executive Director with scheduling, and support Program Managers with in-person event/meeting logistics. Provide other administrative and operational tasks as requested.
Stanford Fingate and Oracle experience required.
Responsibilities:
Lead logistics for Center events - up to 400 attendees for in-person events, 700 attendees for virtual events. This includes placing catering orders, overseeing advertising and marketing of the event, communicating across all stakeholders involved (incl. speakers, event services, communications manager, etc.). This includes coordinating with other departments or schools, arranging venues, setting up A/V tech and/or zoom webinars, confirming with speakers, following deadlines, processing vendor payments, making travel reservations for guest speakers, processing honoraria, etc. Independently coordinate and organize meetings with Global Health partners, faculty, students, etc., sometimes across multiple time zones. Some meetings will be in-person, and some will be virtual. Be responsible for setting up the meeting (zoom or in-person), ensuring catering and room set-up are appropriate, distributing appropriate materials and pre-reads before the meeting or event, take minutes during the meeting, and ensure dissemination of meeting summaries. Plan quarterly off-site team-building events for the CIGH team (7 people).
Manage the Executive Director's calendar and provide scheduling support to the Center's three Program Managers when requested. With limited consultation, arrange and coordinate meetings involving disparate entities, often in many time zones. Use judgement to negotiate and manage the needs of individuals or groups requesting time with the Executive Director. Monitor and field inquiries to the Center and Executive Director. Must have the ability to discern which meetings have priority, when time is of the essence, keep track of deadlines, and help the ED and team manage their time efficiently. Must be comfortable working independently and asking questions when needed. Arrange travel in compliance with University guidance, including complex itineraries and reservations, registering for conferences, and revising plans when necessary. Trips often include multiple international locations, can be up to 10 trips/year. Organize travel for other team members as necessary. Responsible for organizing and scheduling reoccurring team meetings including sending out an agenda and taking notes. Responsible for maintaining a team calendar, so all days off are noted and shared.
Responsible for processing transactions for the Executive Director and the Center, including a high volume of travel expense reports for Traveling Scholars. Process all payments and make purchases for the Center's needs. Process and monitor reimbursements/payments for visitors, speakers, students, vendors, etc. in various systems (e.g., Oracle, Axess, etc.). Process travel reimbursements following University policy for Faculty, Residents and MD Students that participate in the Traveling Scholars program. This could be up to 70 travel Expense Reports per year – many are complex in nature due to the duration (<6 weeks) and international location. Responsible for handling and verifying PCard and TCard transactions and resolving any transactional discrepancies that may arise. Submit req's and POs for international subawards and other service providers. Ensure that all finances are processed in a timely fashion and are handled in accordance with established departmental and University guidelines and procedures
Stanford Fingate and Oracle experience required.
Responsibilities:
Lead logistics for Center events - up to 400 attendees for in-person events, 700 attendees for virtual events. This includes placing catering orders, overseeing advertising and marketing of the event, communicating across all stakeholders involved (incl. speakers, event services, communications manager, etc.). This includes coordinating with other departments or schools, arranging venues, setting up A/V tech and/or zoom webinars, confirming with speakers, following deadlines, processing vendor payments, making travel reservations for guest speakers, processing honoraria, etc. Independently coordinate and organize meetings with Global Health partners, faculty, students, etc., sometimes across multiple time zones. Some meetings will be in-person, and some will be virtual. Be responsible for setting up the meeting (zoom or in-person), ensuring catering and room set-up are appropriate, distributing appropriate materials and pre-reads before the meeting or event, take minutes during the meeting, and ensure dissemination of meeting summaries. Plan quarterly off-site team-building events for the CIGH team (7 people).
Manage the Executive Director's calendar and provide scheduling support to the Center's three Program Managers when requested. With limited consultation, arrange and coordinate meetings involving disparate entities, often in many time zones. Use judgement to negotiate and manage the needs of individuals or groups requesting time with the Executive Director. Monitor and field inquiries to the Center and Executive Director. Must have the ability to discern which meetings have priority, when time is of the essence, keep track of deadlines, and help the ED and team manage their time efficiently. Must be comfortable working independently and asking questions when needed. Arrange travel in compliance with University guidance, including complex itineraries and reservations, registering for conferences, and revising plans when necessary. Trips often include multiple international locations, can be up to 10 trips/year. Organize travel for other team members as necessary. Responsible for organizing and scheduling reoccurring team meetings including sending out an agenda and taking notes. Responsible for maintaining a team calendar, so all days off are noted and shared.
Responsible for processing transactions for the Executive Director and the Center, including a high volume of travel expense reports for Traveling Scholars. Process all payments and make purchases for the Center's needs. Process and monitor reimbursements/payments for visitors, speakers, students, vendors, etc. in various systems (e.g., Oracle, Axess, etc.). Process travel reimbursements following University policy for Faculty, Residents and MD Students that participate in the Traveling Scholars program. This could be up to 70 travel Expense Reports per year – many are complex in nature due to the duration (<6 weeks) and international location. Responsible for handling and verifying PCard and TCard transactions and resolving any transactional discrepancies that may arise. Submit req's and POs for international subawards and other service providers. Ensure that all finances are processed in a timely fashion and are handled in accordance with established departmental and University guidelines and procedures
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