Administrative Associate 3

Stanfordlivetickets; Palo Alto (CA); On-site; USD 45,000 - 84,000; Full time

Benefits offered by this job

Health benefits start when you start

Tuition assistance

PTO days

Job summary

Stanford University is seeking an Administrative Associate 3 to provide administrative or operational support with limited supervision. Duties include scheduling, calendar management, and coordinating multi-site clinical operations across North Bay, East Bay, and South Bay.

You will partner with Clinical Operations and Finance to align scheduling with labor distribution, assist with recruitment logistics, onboarding, and event coordination.

Qualifications

• High school diploma and four years of administrative experience, or a combination of education and relevant experience.
• Advanced computer skills with office software and email applications.
• Excellent organizational, verbal and written communication skills.
• Ability to prioritize, multi-task, and work independently.

Responsibilities

• Support clinical operations and scheduling for the division using the Qgenda system across inpatient, outpatient, and procedural services.
• Coordinate faculty scheduling for up to eight faculty, aligning with coverage plans and multi-site operations.
• Prepare routine reports on clinic utilization, coverage, and faculty effort (FTE).
• Assist with recruitment logistics and the interview process with Academic Affairs and search committees.
• Support onboarding of new faculty and coordinate operational logistics across sites.

Skills

Scheduling

Administrative support

Communication

Qgenda system

Calendar management

Multi-site coordination

Onboarding coordination

Education

High school diploma

Tools

Qgenda

Microsoft Office

Job description

Stanford University is seeking an Administrative Associate 3 to provide administrative or operational support with limited supervision. May be responsible for leading other administrative staff or subordinates.

Duties include:

• Support clinical operations and scheduling for the Division, including maintaining and updating provider schedules in the Qgenda system across inpatient, outpatient, and procedural services.
• Coordinate faculty scheduling and calendar management for an assigned portfolio (up to 8 faculty), ensuring alignment with clinical coverage plans, divisional priorities, and multi-site operations across North Bay, East Bay, and South Bay.
• Assist with clinical deployment tracking and reporting, including maintaining scheduling data, generating routine reports, and supporting analysis related to clinic utilization, coverage, and faculty effort (FTE).
• Partner with the Clinical Operations Manager and Finance Manager to ensure accuracy and alignment between scheduling, labor distribution, and faculty funding, including tracking updates and assisting with reconciliation of operational and financial data.
• Serve as a first point of contact for scheduling and operational inquiries, triaging requests and resolving routine issues while escalating more complex matters as appropriate.
• Support onboarding of new faculty, including scheduling setup, Qgenda training, and coordination of operational logistics across clinical sites.
• Assist with coordination of multi-site clinical operations, ensuring timely communication and alignment across Stanford Children’s Health locations and outreach sites.
• Coordinate end-to-end faculty recruitment logistics in partnership with Academic Affairs and the search committee, including monitoring the applicant tracking system, serving as the primary administrative contact, scheduling first- and second-round interviews, drafting/distributing itineraries, and managing day-of logistics (rooms/AV, meals, tours)
• Arrange candidate travel and lodging through approved systems and process related expenses and reimbursements in accordance with policy; collect interviewer feedback via survey, maintain confidential search documentation, and provide routine status updates to committee leadership.
• Participate in a shared administrative rotation to support in-office operations.
• Act on behalf of the supervisor, department manager, or chair inregards 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, resolvecalendaring conflicts, and arrange travel in compliance with unit,university, and sponsor policies.
• Create complex reports and spreadsheets which may utilize specialized software and systems.
• 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 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.

Create complex reports and spreadsheets which may utilize specialized software and systems.

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.

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 office software and email applications.

Demonstrated success in following through and completing projects.

Excellent organizational skills and attention to detail.

Excellent Strong verbal and written communications skills.

Excellent customer service and interpersonal skills.

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

Ability to take initiative and ownership of projects.

Ability to routinely and independently exercise sound judgment in making decisions.

• Pay Range $32.52 to $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
• Grade F
• Job Identification 200670

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