Administrative Associate 2

Abundance Network; United States; Hybrid; USD 52,000 - 68,000; Full time

Job summary

Stanford University seeks an Administrative Associate 2 to support fellowships across Pediatric Critical Care, Pulmonary, Asthma and Sleep Medicine, and related divisions. You will assist program directors and learners with independent planning and system development.

The role is hybrid, with on-site work 2–3 days per week. Responsibilities include scheduling, calendar management, travel planning, communications, and basic HR tasks, while maintaining materials, sites, and vendor relations for a

Qualifications

• High school diploma and three years of administrative experience.
• Proficiency with standard office software and email.
• Strong communication and organizational abilities.

Responsibilities

• Handle scheduling, organize conferences, and coordinate events.
• Draft routine communications and disseminate documents.
• Plan calendars, arrange travel, and manage calendar conflicts.
• Process routine financial transactions and monitor expenses.
• Maintain office supplies and coordinate vendor relations.
• Provide HR transactional support as needed and train staff.

Skills

Proficient computer skills

Strong organizational skills

Excellent communication

Customer service

Multi-tasking

Education

High school diploma

Three years administrative experience

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

Perform a variety of administrative duties which may include reception duties, creating and editing communications, documents, reports and spreadsheets, scheduling and/or coordinating meetings, making travel arrangements, managing or maintaining office operations, performing employment and financial transactions.

Core 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, 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.

Minimum Education and Experience

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

Knowledge, Skills and Abilities

• 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.