3-5 years of experience
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Employment Type:
Full time
Job Category:
Administrative Associate - Research Division
(This job is no longer available)
Stanford University | Stanford, CA
Grad Date

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Job Description

Stanford University School of Medicine - recognized for quality patient care, academics, research, and innovation - seeks an Administrative Associate 3 in the Department of Otolaryngology - Division of Research. Administrative Associate will provide operational support to the Division of Research. Administrative Associate will establish effective work processes and systems to achieve the strategic as well as tactical goals of the supporting Faculty and will work as an active and collaborative team member.

Administrative Associate is responsible for independently managing a wide array of administrative services/tasks for these Faculty members such as assisting with the management of calendaring, preparation of departmental and clinical materials including research, coordination of educational projects/courses, staying abreast of research lab logistics, and travel arrangements. Administrative activities also include using of Stanford's Oracle System for requisitions, reimbursements, office/laboratory supplies, and P/T Card transactions. Candidate will coordinate Annual Events and other fulfilling projects within the Division of Research.

Administrative Associate will have excellent communications skills and the ability to prioritize, organize, and complete work assignments efficiently and effectively. Functioning as part of a team, the role requires collaboration, flexibility, accountability, and attention to detail; liaison within the University, SHC, LPCH, and other outside institutions with highly sensitive and confidential information.

Learn more about us at: http://med.stanford.edu/ohns/about.html


* 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.
* Coordinate and monitor routine maintenance services completion. Plan and coordinate office moves and/or minor renovation projects.
* 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.
* Provide Departmental Administrative Projects/Services as necessary
* - Other duties may also be assigned.

Stanford University, located between San Francisco and San Jose in the heart of California's Silicon Valley, is one of the world's leading teaching and research universities. Since its opening in 1891, Stanford has been dedicated to finding solutions to big challenges and to preparing students for leadership in a complex world.



High school diploma and four years of administrative experience, or combination of education and relevant experience.


* 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




* 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.

About Stanford University

Stanford Engineering has been at the forefront of innovation for nearly a century, creating pivotal technologies that have transformed the worlds of information technology, communications, health care, energy, business and beyond. The school’s faculty, students and alumni have established thousands of companies and laid the technological and business foundations for Silicon Valley. Today, the school continues to seek solutions to important global problems and educate leaders who will make the world a better place.