Administrative Associate

Stanford Medicine
August 4, 2022
San Mateo, CA
Job Type


Stanford University is one of the world's most renowned universities. Sitting in the heart of the San Francisco Bay Area among the valley's most progressive companies, the School of Medicine is seeking candidates to fulfill a highly influential role in Faculty Affairs Division in the Pathology Department. You will be working with an unparalleled leading-edge community of faculty and staff that are fundamentally changing the world of health care. You will have the opportunity to influence and drive change with your innovative ideas, the ability to make a difference and participate in human advancements. Our culture is fast-paced, energetic, and growing all of the time. We offer a variety of benefits beyond traditional medical, dental, retirement, and savings options: Events and program for children, sports camps, tuition options World-class intellectual stimulation through learning and development classes, workshops, and onsite conferences from leading-edge speakers and faculty Work/life and family-friendly policies and reimbursement Participation in Stanford's social responsibility and sustainable programs for a better world A vibrant university culture that values the uniqueness of each individual About the Department of Pathology: The Department of Pathology is a founding department of the Stanford School of Medicine and one of the leading departments in the United States. Our preeminent faculty spans from emerging leaders to highly accomplished physicians and scientists, including a Nobel laureate and members of the National Academy. Our mission is to improve the diagnosis, treatment, and basic understanding of the human disease. This is done through discovery (research), education, and clinical care. About the Position: The Department of Pathology at the School of Medicine at Stanford University is seeking an Administrative Associate 3 to provide administrative or operational support under limited supervision with a can-do attitude and excellent communication skills in a diverse and dynamic work environment. In this role, you will be supporting three faculty members within their research environments including procurement, event calendaring, travel arrangement, grant proposals and progress reports, and routine financial support. You will serve as a liaison between the labs and department business office, central administration, vendors, collaborators (internal and external institutions). Having experience as a meeting planner across different time zones and being tech-savvy is a plus. You are highly organized; detail-oriented; and are able to multi-task. Regardless of your assignment, demonstrating strong business judgment, professional etiquette, and exceptional analytical and problem-solving skills are expected. Part of your responsibility will include leading and educating other administrative staff or subordinates. As an organization that receives federal funding, Stanford University has a COVID-19 vaccination requirement that will apply to all university employees, including those working remotely in the United States and applicable subcontractors. To learn more about COVID policies and guidelines for Stanford University Staff, please visit . Duties include: Act on behalf of the supervisor, department manager, or chair in regards to establishing priorities and identifying and resolving problems that are administrative in nature. Oversee and/or perform duties associated with scheduling, organizing, and operating complex conferences, seminars, and events, including arranging with vendors for services, overseeing the production and distribution of materials, administering logistics, and managing event within budget. Compose and draft documents and correspondence for presentations, course handouts, grants, conferences, seminars, and reports; perform substantial editing and fact checking. Create, maintain, modify, and/or ensure accuracy of content in various unit documents, displays, reports, brochures, social media, and/or websites. Plan and schedule calendar(s) with limited consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies. Create complex reports and spreadsheets which may utilize specialized software and systems. Oversee and/or process a variety of complex financial transactions; produce, monitor, and reconcile budget statements; research, identify, and resolve discrepancies. May assist with capital or special equipment requests and/or vendor selection. May lead staff or supervise day-to-day work of student and/or temporary workers, including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, reviewing work for quality and timeliness, and providing performance review input. Assist in the preparation proposals within parameters of sponsored and non-sponsored research guidelines. Coordinate and communicate submission process, both paper and electronic; review documents for completeness and compliance. DESIRED QUALIFICATIONS: Experience with Doodle polls, Zoom, and Bluejeans Experience with organizing event and meetings Experience with calendaring scheduling Willingness and ability to understand and interpret university policies and procedures. Extreme attention to detail. Excellent time management and organizational skills. EDUCATION & EXPERIENCE (REQUIRED): High school diploma and four years of administrative experience, or combination of education and relevant experience. KNOWLEDGE, SKILLS AND ABILITIES (REQUIRED): Advanced computer skills and demonstrated experience with office software and email applications. Demonstrated success in following through and completing projects. Excellent organizational skills and attention to detail. Strong verbal and written communication skills. Excellent customer service and interpersonal skills. Ability to prioritize, multi-task, and assign work to others. Ability to take initiative and ownership of projects. Ability to routinely and independently exercise sound judgment in making decisions PHYSICAL REQUIREMENTS*: Constantly perform desk-based computer tasks. Frequently sitting. 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 his or her job. WORKING CONDITIONS: This position may have a flexible work location with the possible ability to be co-located near the Stanford campus in Palo Alto, CA as a hybrid worker. Additional Information Schedule: Full-time Job Code: 4103 Employee Status: Regular Pay Grade: F Requisition ID: 95415 As an organization that receives federal funding, Stanford University has a COVID-19 vaccination requirement that will apply to all university employees, including those working remotely in the United States and applicable subcontractors. To learn more about COVID policies and guidelines for Stanford University Staff, please visit

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