Administrative / Academic Associate

Stanfordlivetickets; Palo Alto (CA); On-site; USD 38,000 - 70,000; Full time

Benefits offered by this job

Health benefits

PTO days

Tuition assistance

403(b) plan

Mental health programs

Commuter benefits

Flexible work options

Job summary

Stanford University’s Otolaryngology – Head & Neck Surgery department is seeking an Administrative Associate II (1.0 FTE, onsite) to support clinical and basic science activities. The role involves scheduling, correspondence, event coordination, and financial transactions, under supervision, with potential cross-division support.

Ideal candidates will have strong organizational and communication skills, experience in an academic medical setting, and familiarity with Oracle Financials and

Qualifications

• Administrative experience within an academic setting.
• Proven ability to work collegially in a diverse academic environment.
• Enthusiastic team player with learning mindset.
• Familiarity with Stanford policies and Oracle Financials.

Responsibilities

• Respond to inquiries and apply policies as needed.
• Schedule, organize, and coordinate conferences, seminars, and events with vendors.
• Draft communications and disseminate documents and materials.
• Plan calendars, resolve conflicts, and arrange travel per policies.
• Process routine financial transactions and manage office moves.

Skills

Administrative experience

Diplomatic communication

Organizational skills

Stanford policies

Oracle Financials

Education

High school diploma

Job description

Join Stanford University as an Administrative Associate II in the Prestigious School of Medicine!

Are you ready to be a part of one of Silicon Valley’s most iconic institutions? Stanford University is searching for an exceptional Administrative Associate (1.0 FTE / Onsite Only) to join the vibrant Department of Otolaryngology – Head & Neck Surgery (OHNS) within the renowned School of Medicine.

Stanford University School of Medicine – recognized for quality patient care, academics, research, and innovation – seeks an Administrative Associate 2 to provide administrative/operational support working under general supervision within the general clinical and basic science landscape of the Department of Otolaryngology Head & Neck Surgery.

The Administrative Associate will establish effective work processes and systems to achieve the strategic as well as tactical goals of the supporting Faculty and Programs. In addition, the Administrative Associate will have versatility and may deploy to support other Divisions within the Department, as necessary. This is a fantastic opportunity to work in a dynamic environment while contributing to every aspect of this world-changing enterprise.

If you are a proactive, detail-oriented professional with a passion for supporting academic and medical excellence, we want to hear from you!
Stanford Otolaryngology – Head & Neck Surgery (OHNS) has a warm and collegial culture among our community of Faculty, Residents, Fellows/Instructors, Researchers, and Administrative Staff.

*Please submit a cover letter with your application.*

• Administrative experience within an academic setting.
• Proven ability to work productively, collegially, and diplomatically in an academic environment with a diverse and international group of individuals.
• Exemplifies positive energy and enthusiastic team player in a fast-paced environment and demonstrated ability to learn
• Familiarity with Stanford University policies, procedures, and Oracle Financials

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 her jo b.

WORK STANDARDS:

• 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, http://adminguide.stanford.edu .
  

Responsibilities

Core Duties:

Respond to inquiries, and determine and take appropriate actionas required. Serve as a resource regarding a defined set of policies andprocedures.

Perform duties associated with scheduling, organizing, andoperating conferences, seminars, and events, including recommendingvendors for services, overseeing the production and distribution ofmaterials, coordinating logistics, and serving as liaison with internaland external vendors.

Draft and/or generate routine communications; coordinateproduction (formatting, copying, etc.) and dissemination of documents,such as presentations, course handouts, grant proposals, conference andseminar materials, reports, brochures, and displays.

Plan and schedule calendar(s) based on consultation, resolvecalendaring conflicts, and arrange travel in compliance with unit,university, and sponsor policies.

Process and monitor routine financial transactions, which mayinclude researching and resolving discrepancies.

Maintain office supplies and equipment; obtain vendor quotations,as needed. Coordinate office moves.

May serve as the point of contact for general maintenance, healthand safety, and other facility concerns within the unit(s); report anyincidents or potential safety problems to appropriate representatives.Track completion of required training.

Maintain approved content on websites.

May perform human resources transactional support, e.g. timecards, I9s, and/or faculty affairs support.

May guide and train student and/or contingent workers includingscheduling, assigning, and prioritizing workloads, setting appropriatedeadlines, and reviewing work for quality and timeliness.

High school diploma and three years of administrative experience, orcombination of education and relevant experience.

Knowledge, Skills and Abilities:

Proficient computer skills and demonstrated experience withoffice software and email applications.

Demonstrated success in following through and completing routinetasks.

Strong organizational skills and attention to detail.

Strong verbal and written communication skills.

Excellent customer service and interpersonal skills.

Ability to prioritize and multi-task.

• Pay Range $27.24-$50.84
• Pay Frequency Hourly
• Fixed Term N
• Stanford Schools and Units School of Medicine
• Full time or Part time Full Time
• Regular or Temporary Regular
• Job Category Administration
• Posting Date 09/04/2026, 03:04 PM
• Grade E
• Job Identification 200944

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Benefits that support you, and your future

18+ PTO days per year

Health benefits start when you start

Flexible work options

$6000+ annual tuition and training assistance

403(b) plan

Mental health and wellness programs

Free and discounted commuter transportation

Applies to regular full-time positions.

Notice to Applicants
The job duties listed are typical examples of work performed by positions in this job classifications 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.
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 their job.
Stanford is an equal employment opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law.
Stanford University provides job pay ranges representing its good faith estimate of what the university reasonably expects to pay for a particular job. The specific pay offered to a selected candidate will be determined based on a wide range of factors that are unique to each candidate, including but not limited to geographic work location, relevant knowledge, skills and abilities, relevant education, years of relevant experience, depth and breadth of relevant experience, and performance; further including but not limited to other business and organization needs such as the scope and responsibilities of the position, the minimum qualifications, departmental budget availability, and market and internal equity across the university, school/ unit, department, as well as job reporting relationships.

Why work at Stanford

World-changing work in a culture of continuous learning

An inspiring community that values collaboration

High-quality health and wellness benefits that put you and your family first

Access to world-class education and career development, with tuition reimbursement, training assistance, and more