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Senior Administrative Associate

Company: Stanford Medicine
Location: Santa Clara
Posted on: January 10, 2022

Job Description:

The Department of Molecular and Cellular Physiology (MCP) in the School of Medicine is seeking an experienced, enthusiastic, and motivated candidate for our Senior Administrative Associate (AA3) opening. This position will provide administrative and operational support to three senior faculty members including the current department chair. This position will also serve as our department liaison for faculty affairs. This position is part of a collaborative team of nine administrative staff who support our 13 faculty in MCP along with their labs, research staff, postdocs and graduate students.

You will work in a fast-paced academic research environment, support a diverse group of people, and perform a broad range of duties with frequently shifting priorities. You will also share in our commitment to maintaining a positive, productive, and inclusive work culture. Planning, communication, independent problem-solving and strong time-management skills are essential. Administrative professionalism, creativity, clear communication and interpersonal skills are highly valued.

Daily activities include managing lab orders, working with vendors, processing reimbursements, scheduling for faculty members, travel management, onboarding new lab members, and helping with lab communication. Other key tasks include assisting faculty members with grant-related documents, teaching support, and organizing office space and assigned labs. As faculty affairs liaison, duties will include coordinating with faculty affairs staff to support the Department Chair and MCP Director of Finance and Administration in maintaining faculty records, processing changes to faculty roles, and supporting the department in some of the logistics related to faculty searches when needed.

This position will be based on the Stanford campus but we expect this position will be eligible for part-time telecommuting. The MCP Administrative team is dedicated to flexible work arrangements and is actively rolling out hybrid work arrangements -- a mix of on-site and off-site work -- with input from staff.

Core Duties include:

  • Act on behalf of assigned faculty members to establish priorities and identify and resolve problems that are administrative in nature.
  • Assist with scheduling, organizing, and operating complex events for faculty members and for the department.
  • Oversee and process a variety of complex financial transactions; research, identify, and resolve discrepancies. Assist with capital or special equipment requests and/or vendor selection.
  • Create complex reports and spreadsheets which may utilize specialized software and systems.
  • Compose and draft documents and correspondence for presentations, courses, grants, conferences, seminars, and reports; perform substantial editing and fact checking. Create, maintain, and ensure accuracy of content in various documents, reports, and websites for assigned labs.
  • Plan and schedule calendar(s) with limited consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.

    * Other duties may also be assigned.

    In order to be considered for this position, please attach both a cover letter and a resume to the application. The cover letter should include examples of work-related experiences that demonstrate skills desired for this position.

    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

    • Desire to work in an academic environment.
    • Experience with all aspects of the purchasing process in a complex organization.
    • Strong organizational skills and attention to detail.
    • Experience with calendaring, scheduling and event planning.
    • The ability to work both independently and in a team environment wearing many different hats.


      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.

          • Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clients and with external organizations.
          • 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 learned.
          • 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,

            Additional Information
            • Schedule: Full-time
            • Job Code: 4103
            • Employee Status: Regular
            • Pay Grade: F
            • Department URL:
            • Requisition ID: 92579 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 , Senior Administrative Associate, Other , Santa Clara, California

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