Administrative Associate 3 (Hybrid Opportunity)
Company: Stanford Medicine
Location: Santa Clara
Posted on: November 24, 2022
Please note this position will be based on the Stanford campus
and may be hybrid (working on-site and working from home) subject
to operational need.
The Anesthesia Research Division within the Department of
Anesthesiology, Perioperative and Pain Medicine, in the Stanford
University Department of Medicine, is seeking a highly organized
and professional Research Administrative Associate 3 with
exceptional customer service skills to join our team. With more
than 150 staff and trainees the Division is constantly growing and
This position will serve 2 purposes: 1) The AA3 will serve as the
Lead Research Administrative Associate who, in addition to
performing general tasks will act on behalf of the Research
Division Manager on matters related to administrative functions in
the Division. The AA3 will be the point of contact for new hires
and participates in onboarding and provides input to evaluation of
other administrative associates. 2) provide direct administrative
support to the Associate Vice Chair - Basic Science. The successful
candidate will bring impressive experience in high level executive
support, follow through, and ownership of projects and tasks.
The Research Administrative Associate 3 will have a wide range of
knowledge (e.g., computer programs, University policies, Research
Administration, marketing, web development, etc.). The AA3 will
work under the supervision of the Division Manager and provide
support to train the AA2s and AA1s in the Research division.
Duties, but not limited to:
- Train and support new administrative team staff members,
including multi-departmental administrator. Act as the first point
of contact/primary resource for questions during staff training
- Act on behalf of the supervisor or leadership in regards to
establishing priorities and identifying and resolving problems that
are administrative in nature.
- Plan and schedule calendar(s) for the Associate Vice Chair of
Research - Basic Science and arrange complex meetings with multiple
constituencies with limited consultation, resolve calendaring
conflicts, and arrange travel in compliance with unit, university,
and sponsor policies.
- 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
- 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
- Coordinate and monitor routine maintenance services completion.
Plan and coordinate office moves and/or minor renovation
- Assist with Research Division move to Stanford Research Park
slated 2024. The job duties listed are typical examples of work
performed by positions in this job classification and are not
designed to contain or be interpreted as a comprehensive inventory
of all duties, tasks, and responsibilities. Specific duties and
responsibilities may vary depending on department or program needs
without changing the general nature and scope of the job or level
of responsibility. Employees may also perform other duties as
- Bachelor's Degree with 3+ years of Admin experience in an
academic medical institution.
- Understanding of the organization of Stanford University
Medical Center or similar academic medical center preferred.
- Ability to work independently, prioritize workload and meet
- High level of attention to detail and accuracy.
- Demonstrated ability to act with tact and maintain
- Demonstrated problem solving and analytical skills.
- Demonstrated ability to work well with Stanford colleagues and
clients and with external organizations. EDUCATION & EXPERIENCE
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
- 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
- Ability to take initiative and ownership of projects.
- Ability to routinely and independently exercise sound judgment
in making decisions CERTIFICATIONS & LICENSES:
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
WORK STANDARDS (from JDL):
- Interpersonal Skills: Demonstrates the ability to work well
with Stanford colleagues and clients and with external
- 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
- 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, 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 .
Keywords: Stanford Medicine, Santa Clara , Administrative Associate 3 (Hybrid Opportunity), Administration, Clerical , Santa Clara, California
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