Administrative Associate 2 (Hybrid Opportunity)

Stanford University; Palo Alto (CA); Hybrid; USD 60,000 - 75,000; Full time

Job summary

Stanford University’s Division of Primary Care and Population Health is seeking an organized administrative professional to support daily operations. Hybrid work in Palo Alto, with 2–3 days in the office, coordinating events, preparing communications, and handling calendar management.

The role emphasizes customer service, reliable office support, and HR-related tasks, with opportunities to train staff and contingent workers. High school diploma and 3+ years of admin experience preferred.

Qualifications

• Proficient with office software and email applications.
• Strong organizational skills with attention to detail.
• Excellent verbal and written communication and customer service.

Responsibilities

• Respond to inquiries and act on defined policies and procedures.
• Schedule, organize, and operate conferences, seminars, and events; coordinate vendors.
• Draft and generate routine communications and disseminate documents.
• Plan calendars, resolve conflicts, and arrange travel per policy.
• Process routine financial transactions and resolve discrepancies.
• Maintain office supplies and coordinate moves; liaise with vendors.
• Serve as point of contact for maintenance, health and safety, and facilities.
• Maintain approved content on websites; support HR transactional tasks.
• Guide and train student or contingent workers, scheduling and workload review.

Skills

Computer skills

Office software

Email apps

Organizational skills

Attention to detail

Verbal communication

Written communication

Customer service

Interpersonal skills

Prioritization

Multitasking

Education

High school diploma

Job description

The Division of Primary Care and Population Health seeks to serve our community through caring, learning, and innovation for the whole person through all stages of life. While engaged in practice and teaching, our faculty are dedicated to establishing new knowledge as the basis for future practice and prevention, and to the greatest extent possible applying that knowledge to improve care for all and reduce health disparities.

Our growing division is looking for a highly organized and motivated self-starter who is excited to contribute, learn, and grow with our team. The ideal candidate is a positive and collaborative team player who can adapt to different working styles and changing priorities. They will be comfortable working independently, taking initiative, coordinating events and logistics, and bringing a flexible, can-do, and solutions-oriented approach to their work.

This position will be in a hybrid environment, frequenting the office 2-3 days a week in Palo Alto, CA.

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.

Minimum Education andExperience

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 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.