Administrative Associate 2

SLAC; Palo Alto (CA); Hybrid; USD 55,000 - 75,000; Full time

Job summary

Stanford University is seeking an Administrative Associate 2 to support Pediatric Critical Care, Pulmonary, Asthma and Sleep Medicine, and related Quality of Life and Palliative Care divisions. The role provides independent administrative support across programs, assisting division leadership and learners.

Hybrid work is available, with on-site presence 2–3 days per week. The successful candidate will work with a diverse team, contribute to patient care, education, and research activities, and

Responsibilities

• Schedule, organize, and operate conferences, seminars, and events; coordinate vendors and material production.
• Draft and disseminate routine communications and presentations.
• Plan calendars, resolve conflicts, and arrange travel per policy.
• Process routine financial transactions and monitor expenses.

Job description

The Divisions of Pediatric Critical Care, Pediatric Pulmonary, Asthma and Sleep Medicine, and Quality of Life and Pediatric Palliative Care at Stanford University are seeking an Administrative Associate 2 to provide administrative support with limited supervision. The incumbent will support three fellowship programs across the divisions, provide direct administrative support to program directors, and serve all learners within the programs. They are expected to work independently, anticipate needs, and develop systems and processes that ensure objectives are met accurately and on time. This is a hybrid role, on-site 2–3 days per week.

The Division is a growing team, including long-tenured faculty, staff, and leadership. The division's activities reach all parts of the mission: patient care, education, and research. The AA2 will have a great deal of exposure to all of these areas and will be communicatingwithabroadrangeofindividualsattheexecutivelevel,bothinternallyand externally.WithintheDivision,thereisa strong operations team of about 30 people. We are a supportive group that prioritizes well-being, with many team events and opportunitiesforprofessional developmentand personalgrowth.Wevaluebalancing homeand worklife. Wefoster anenvironment that leads to fulfilling and rewarding careers at Stanford University for all staff. The AA2 will also be part of the Department of Pediatrics, the second-largest Departmentinthe School. The Department hosts manyeventsand trainingopportunities and isa place where staff are nurtured. Please check out our website and social media channels below.

PCCM Division Website

Pulmonary Division Website

Palliative Division Website

Duties include:

• Respond to inquiries and determine and take appropriate action as required. Serve as a resource regarding a defined set of policies and procedures.
• Perform duties associated with scheduling, organizing, and operating conferences, seminars, and events, including recommending vendors for services, overseeing the production and distribution of materials, coordinating logistics, and serving as liaison with internal and external vendors.
• Draft and/or generate routine communications; coordinate production (formatting, copying, etc.) and dissemination of documents, such as presentations, course handouts, grant proposals, conference and seminar materials, complex reports, brochures, and displays.
• Plan and schedule calendar(s) based on consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
• Process and monitor routine financial transactions, which may include 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, health and safety, and other facility concerns within the unit(s); report any incidents 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. time cards, I9s, and/or faculty affairs support.
• May guide and train student and/or contingent workers including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, and reviewing work for quality and timeliness.

* - Other duties may also be assigned