Administrative Associate III
Company: Stanford Medicine
Location: San Mateo
Posted on: January 13, 2022
Do you enjoy working as part of a team in a fast-paced social
and innovative environment? Are you seeking to develop within an
organization that is growing and on the cutting edge of emergency
medicine research development? If so, then Stanford University
School of Medicine has an exciting, challenging and rewarding job
The Department of Emergency Medicine is seeking an Administrative
Associate III to provide administrative and operational support
working under general supervision within a growing research group.
We are looking for a team-oriented, organized, socially savy, and
good communicator to provide scientific administrative support for
the research faculty and administrative team. The person in this
role will facilitate communication among faculty members and staff
as well as help coordinate the logistics of our research projects
and office space. This role will resemble that of an office manager
but will require an understanding of department research
initiatives. All training will be provided on the job, making this
a great role for someone looking to learn new skills as an
important team member of a growing research group. The most
critical involvement in this work will be to ensure planned work is
completed in a timely fashion and faculty research leadership and
administrative management staff have adequate administrative
support for projects. The Associate will independently handle a
multitude of tasks to support departmental research efforts.
This position will be based on the Stanford campus and is a hybrid
(working on-site and working from home) subject to operational
For information on the Department, please visit
- Act on behalf of the supervisor 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.
- Manage hybrid shared office work space, conference room for
Emergency Medicine faculty and trainees.
- 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
- Provide administrative support to research faculty leaders and
for select departmental programs and meetings. This includes
planning and scheduling calendar(s) appointments with limited
consultation; resolve calendaring conflicts; arranging travel in
compliance with unit, university, and sponsor policies; and
preparing materials before, during and after research group
- 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.
* - Other duties may also be assigned
An ideal candidate would
- Exhibit excellent time management skills, the ability to set
priorities and a passion for working with people
- Feel comfortable multitasking with desk and interpersonal
- Expertly navigate complex meeting scheduling
- Bring strong experience with office management and high-level
- Communicate well with the administrative leader overseeing all
Emergency Medicine Offices
- Be prepared to share ideas and methods to support growth in
research administrative group and faculty researchers.
- Develop proficiency with REDCap, Smartsheets and Tableau.
EDUCATION & EXPERIENCE (REQUIRED):
- High school diploma and four years of administrative
experience, or combination of education and relevant
KNOWLEDGE, SKILLS AND ABILITIES (REQUIRED):
- Advanced computer skills and demonstrated experience with
office software and email applications.
- Proficient in MS Office package programs including Excel,
Outlook, Word and Powerpoint.
- Demonstrated success in following through and completing
- High level of professionalism in communication, appearance, and
- 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
- 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, http://adminguide.stanford.edu .
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,
- Schedule: Full-time
- Job Code: 4103
- Employee Status: Regular
- Pay Grade: J
- Requisition ID: 90706 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, San Mateo , Administrative Associate III, Administration, Clerical , San Mateo, California
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