Administrative Associate 2

SupportFinity™; Palo Alto (CA); On-site; USD 44,083 - 52,348; Full time

Job summary

Stanford University’s Department of Cardiothoracic Surgery is seeking an Administrative Associate 2 to provide administrative and operational support under general supervision. You will serve as a resource on policies, coordinate conferences and travel, draft routine communications, and assist with scheduling and logistics.

The role requires a high school diploma with several years of administrative experience, strong organizational and communication skills, and a customer‑oriented approach.

Qualifications

• High school diploma with three years of administrative experience or equivalent.
• Proficient with office software and email applications.
• Strong organizational, verbal and written communication skills.
• Excellent customer service and interpersonal skills.
• Ability to prioritize and multitask.

Responsibilities

• Respond to inquiries and act as a resource on policies and procedures.
• Schedule, organize, and coordinate conferences, seminars, and events.
• Draft and distribute routine communications and documents.
• Plan calendars, resolve conflicts, and arrange travel per policies.
• Process and monitor routine financial transactions.
• Maintain supplies and coordinate office moves.
• Other duties as assigned.

Skills

Computer skills

Organizational skills

Communication skills

Customer service

Multitasking

Education

High school diploma + 3 years administrative experience

Job description

Stanford University Department of Cardiothoracic Surgery is seeking an Administrative Associate 2 to provide administrative or operational support working under general supervision.

Duties

• 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.
• Other duties may also be assigned.

Education & Experience (required)

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

Knowledge, Skills and Abilities (required)

• Proficient computer skills and demonstrated experience with office software and email applications.
• Demonstrated success in following through and completing routine tasks.
• 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.

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 job.

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.

The expected pay range for this position is $31.97 to $38.40 per hour.

Stanford University provides pay ranges representing its good faith estimate of the salary or hourly wage the university reasonably expects to pay for a position upon hire. The pay offered to a selected candidate will be determined based on factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, geographic location, and external market pay for comparable jobs.

At Stanford University, base pay represents only one aspect of the comprehensive rewards package. The Cardinal at Work website (https://cardinalatwork.stanford.edu/benefits-rewards) provides detailed information on Stanford's extensive range of benefits and rewards offered to employees. Specifics about the rewards package for this position may be discussed during the hiring process.

Consistent with its obligations under the law, the University will provide reasonable accommodations to applicants and employees with disabilities. Applicants requiring a reasonable accommodation for any part of the application or hiring process should contact Stanford University Human Resources by submitting a contact form.

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.

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.