Administrative Associate 3

Stanford University; California (MO); Hybrid; USD 45,000 - 84,000; Full time

Benefits offered by this job

PTO 18+ days

Health benefits

Flexible work options

Tuition assistance

403(b) plan

Mental health programs

Commuter benefits

Job summary

Stanford University’s Department of Pediatrics, Division of Neonatal and Developmental Medicine seeks a Senior Administrative Associate to provide executive support to up to 35 faculty and program managers. The role is hybrid, onsite two days a week with additional days as needed.

Key duties include calendar management, travel arrangements, grants support, event coordination, and budgeting tasks in a fast-paced academic environment.

Qualifications

• High school diploma and four years of administrative experience, or combination of education and relevant experience.
• Advanced computer skills and experience with office software and email applications.
• Excellent organizational and communication skills.

Responsibilities

• Act on behalf of the supervisor to establish priorities and resolve administrative problems.
• Schedule, organize, and operate complex conferences, seminars, and events, including vendor coordination and budgeting.
• Draft documents and correspondence for presentations, grants, conferences, and reports; edit and fact-check content.
• Plan and schedule calendar(s), resolve conflicts, and arrange travel per policies.
• Oversee financial transactions; monitor and reconcile budget statements; assist with equipment requests and vendor selection.
• Coordinate maintenance and office moves or renovations.
• Lead staff or supervise day-to-day work of students or temporary workers.

Skills

Administrative support

Budgeting

Event coordination

Calendar management

Grant submissions

Communication

Vendor coordination

Education

High school diploma

Tools

Microsoft Office

Email applications

Google Workspace

Job description

The Department of Pediatrics, Division of Neonatal and Developmental Medicine aims to provide optimum state-of -the-art care for critically ill and recovering neonates and infants. We are dedicated to the School of Medicine's mission of advancing and exploring innovative and novel biomedical, translational, and clinical research and education through the nurturing stimulation of interactions among basic and clinical scientists, clinicians, and educators throughout the School of Medicine and University, as well as with the private and public sectors. Through our integrated research, education, patient, and community outreach programs, we are committed to maintaining the highest standards of academic medicine and patient care.

The Division is seeking a 1.0 FTE, full time Senior Administrative Associate (Administrative Associate 3) to provide administrative or operational support with limited supervision to up to 35 faculty and their program managers. Faculty will have varying levels of support ranging from a couple of reimbursements a year each up to managing calendars, making travel arrangements, and support in grant submissions. The Senior Administrative Associate will serve as one of the content experts on the team for grant submissions as well as the primary coordinator for Division events. This is a hybrid role that will be required to be onsite 2 days a week, with additional days on an as needed basis.

Duties include:

• Act on behalf of the supervisor, department manager, or chair in regards to establishing priorities and identifying and resolving problems that are administrative in nature.
• Oversee and/or perform duties associated with scheduling, organizing, and operating complex conferences, seminars, and events, including arranging with vendors for services, overseeing the production and distribution of materials, administering logistics, and managing event within budget.
• Compose and draft documents and correspondence for presentations, course handouts, grants, conferences, seminars, and reports; perform substantial editing and fact checking. Create, maintain, modify, and/or ensure accuracy of content in various unit documents, displays, reports, brochures, social media, and/or websites.
• Plan and schedule calendar(s) with limited consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
• Oversee and/or process a variety of complex financial transactions; produce, monitor, and reconcile budget statements; research, identify, and resolve discrepancies. May assist with capital or special equipment requests and/or vendor selection.
• Coordinate and monitor routine maintenance services completion. Plan and coordinate office moves and/or minor renovation projects.
• May lead staff or supervise day-to-day work of student and/or temporary workers, including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, reviewing work for quality and timeliness, and providing performance review input.

* - Other duties may also be assigned

Responsibilities

Core Duties:

Act on behalf of the supervisor, department manager, or chair inregards to establishing priorities and identifying and resolvingproblems that are administrative in nature.

Oversee and/or perform duties associated with scheduling,organizing, and operating complex conferences, seminars, and events,including arranging with vendors for services, overseeing the productionand distribution of materials, administering logistics, and managingevent within budget.

Compose and draft documents and correspondence for presentations,course handouts, grants, conferences, seminars, and reports. Performsubstantial editing and fact checking. Create, maintain, modify, and/orensure accuracy of content in various unit documents, displays, reports,brochures, social media, and/or websites.

Plan and schedule calendar(s) with limited consultation, resolvecalendaring conflicts, and arrange travel in compliance with unit,university, and sponsor policies.

Create complex reports and spreadsheets which may utilizespecialized software and systems.

Oversee and/or process a variety of complex financialtransactions; produce, monitor, and reconcile budget statements;research, identify, and resolve discrepancies. May assist with capitalor special equipment requests and/or vendor selection.

Coordinate and monitor routine maintenance services completion.Plan and coordinate office moves and/or minor renovationprojects.

May lead staff or supervise day-to-day work of student and/ortemporary workers, including scheduling, assigning, and prioritizingworkloads, setting appropriate deadlines, reviewing work for quality andtimeliness, and providing performance review input.

High school diploma and four years of administrative experience, orcombination of education and relevant experience.

Knowledge, Skills and Abilities:

Advanced computer skills and demonstrated experience with officesoftware and email applications.

Demonstrated success in following through and completingprojects.

Excellent organizational skills and attention to detail.

Excellent Strong verbal and written communicationskills.

Excellent customer service and interpersonal skills.

Ability to prioritize, multi-task, and assign work toothers.

Ability to take initiative and ownership of projects.

Ability to routinely and independently exercise sound judgment inmaking decisions.

• Pay Range $32.52 - $60.71
• Pay Frequency Hourly
• Fixed Term N
• Stanford Schools and Units School of Medicine
• Full time or Part time Full Time
• Regular or Temporary Regular
• Job Category Administration
• Posting Date 08/24/2026, 05:41 PM
• Grade F
• Job Identification 200691

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Benefits that support you, and your future

18+ PTO days per year

Health benefits start when you start

Flexible work options

$6000+ annual tuition and training assistance

403(b) plan

Mental health and wellness programs

Free and discounted commuter transportation

Applies to regular full-time positions.

Notice to Applicants

The job duties listed are typical examples of work performed by positions in this job classifications 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. Employees may also perform other duties as assigned.
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 their job.
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.
Stanford University provides job pay ranges representing its good faith estimate of what the university reasonably expects to pay for a particular job. The specific pay offered to a selected candidate will be determined based on a wide range of factors that are unique to each candidate, including but not limited to geographic work location, relevant knowledge, skills and abilities, relevant education, years of relevant experience, depth and breadth of relevant experience, and performance; further including but not limited to other business and organization needs such as the scope and responsibilities of the position, the minimum qualifications, departmental budget availability, and market and internal equity across the university, school/ unit, department, as well as job reporting relations hips.

Why work at Stanford

World-changing work in a culture of continuous learning

An inspiring community that values collaboration

High-quality health and wellness benefits that put you and your family first

Access to world-class education and career development, with tuition reimbursement, training assistance, and more