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Administrative Associate 3 (Hybrid Opportunity)

Company: Stanford Medicine
Location: San Mateo
Posted on: November 27, 2022

Job Description:

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 evolving.

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 period.
  • 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 websites.
  • 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.
  • Coordinate and monitor routine maintenance services completion. Plan and coordinate office moves and/or minor renovation projects.
  • 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 assigned.

    • 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 strict deadlines.
    • High level of attention to detail and accuracy.
    • Demonstrated ability to act with tact and maintain confidentiality.
    • Demonstrated problem solving and analytical skills.
    • Demonstrated ability to work well with Stanford colleagues and clients and with external organizations. EDUCATION & EXPERIENCE (REQUIRED):

      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 CERTIFICATIONS & LICENSES:


        • 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.

          WORK STANDARDS (from JDL):
          • 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, 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 3 (Hybrid Opportunity), Administration, Clerical , San Mateo, California

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