Administrative Associate 2 (6 Month Fixed-Term)

Stanford University School of Medicine; Palo Alto (CA); On-site; USD 47,000 - 58,000; Full time

Job summary

Stanford University School of Medicine is seeking an Administrative Associate 2 to provide administrative and operational support in the Department of Biomedical Data Science. This on-site role is a 6-month fixed-term position reporting to the Associate Director of Finance and Administration.

The AA2 will handle calendar management, events, communications, basic financial tasks, and HR-related support as needed, contributing to a supportive team culture.

Qualifications

• Proficient with office software and email applications.
• Strong organizational skills and attention to detail.
• Excellent verbal and written communication skills.
• Ability to prioritize and multi-task effectively.

Responsibilities

• Respond to inquiries and take appropriate action.
• Coordinate conferences, seminars, and events including vendors and materials.
• Draft and disseminate routine communications and documents.
• Plan and schedule calendars and arrange travel in compliance with policies.
• Process routine financial transactions and resolve discrepancies.
• Maintain office supplies, coordinate moves and vendor quotes.
• Monitor safety, maintenance, and training requirements; report issues.

Skills

Proficient office software & email

Strong organizational skills

Excellent communication

Customer service orientation

Education

High school diploma + 3 years admin experience

Job description

Job Description

Stanford University is seeking an Administrative Associate 2 to provide administrative or operational support working under general supervision. The Administration team in the Department of Biomedical Data Science at the Stanford School of Medicine is a tight-knit supportive team dedicated to providing high-level support to our world-class faculty, and we are seeking a 6 month fixed-term Administrative Associate 2 (AA2) to provide administrative and operational support to the department and faculty. Reporting to the Associate Director of Finance and Administration, the AA2 is responsible for managing a wide array of administrative tasks. We are looking for a pro-active self-starter with a great attitude who is resilient and resourceful, adapts well to new tasks and changing circumstances, and fits well into a workplace culture shaped by diverse perspectives, unique experiences, and inclusiveness. This position requires the ability to work on-site three to four days per week.

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. timecards, 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

The budgeted pay range for this position is $34.07 to $42.19 per hour.

Stanford University provides pay ranges that reflect a good-faith estimate of what it expects to pay for a role. Actual pay depends on factors such as the candidate's experience, education, and skills.

Responsibilities

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.