Administrative Associate 2 (Hybrid Opportunity)

Stanford University School of Medicine; Palo Alto (CA); Hybrid; USD 55,000 - 75,000; Full time

Job summary

Stanford University School of Medicine is seeking a highly organized administrative coordinator to support the Division of Primary Care and Population Health in Palo Alto. The role involves coordinating calendars, events, and communications while ensuring efficient office operations.

The ideal candidate will have strong organizational skills, excellent customer service, and the ability to work in a hybrid office setting, with 2–3 days on site in Palo Alto.

Qualifications

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

Responsibilities

• Respond to inquiries and act on policies and procedures.
• Coordinate conferences, seminars, and events with vendors.
• Draft routine communications and prepare course materials.
• Schedule calendars and arrange travel per policies.
• Process financial transactions and track expenses.
• Maintain supplies and coordinate office moves.

Skills

Calendar management

Office software

Verbal and written communication

Customer service

Event coordination

Education

High school diploma

Tools

MS Office

Email applications

Job description

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.

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.