Administrative Associate 3

Stanford University; Palo Alto (CA); On-site; USD 53,726 - 63,369; Full time

Job summary

Stanford University is seeking an administrative professional to support busy clinical and academic departments. You will manage calendars for multiple faculty, prepare materials for presentations and conferences, and handle travel arrangements in line with policy.

You will also draft and edit correspondence, maintain unit content, and assist with budgets. Ideal candidates have a high school diploma with several years of administrative experience, exceptional organization, attention to detail,

Qualifications

• Advanced computer skills with office software and email apps.
• Proven ability to complete projects and tasks.
• Excellent organization and meticulous attention to detail.
• Strong verbal and written communication skills.
• Excellent customer service and interpersonal skills.
• Ability to prioritize, multi-task, and assign work.
• Show initiative and ownership of projects.
• Exercise sound judgment independently.

Responsibilities

• Act on behalf of supervisor in setting priorities and resolving admin issues.
• Oversee scheduling, conferences, events, vendor logistics, and budgets.
• Draft documents for presentations, handouts, grants, and reports.
• Plan calendars, resolve conflicts, and arrange travel per policies.
• Create complex reports and spreadsheets using specialized software.
• Manage financial transactions, budgets, and vendor payments.
• Coordinate maintenance, moves, and renovations when needed.
• Track expense reimbursements for faculty and visitors.
• Supervise staff or students as needed; assign workloads and review work.

Skills

Advanced computer skills

Office software

Email applications

Project follow-through

Organizational skills

Attention to detail

Verbal communication

Written communication

Customer service

Prioritize & multi-task

Initiative & ownership

Judgment & discretion

Education

High school diploma & 4 years admin experience

Job description

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 events within budget. This includes the Department Call Schedule and the calendars of multiple faculty members.
• 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. Must be highly organized in order to adapt to changes, knowing when key meetings are taking place and following up on unresolved issues all the while taking into consideration a very busy clinic and OR schedules.
• 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.
• Create and track expense reimbursements for faculty and visitors to ensure reimbursements are processed in a timely manner and vendor payments are processed appropriately.
• 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.

Qualifications (Desired)

• Prior work experience at Stanford University and/or in higher education strongly preferred.
• Understanding of the organization of Stanford University Medical Center or similar academic medical center preferred.
• Ability to work independently, prioritize workload and meet strict deadlines.
• High level of attention to detail and accuracy.
• Demonstrated ability to act with tact and maintain confidentiality.
• Demonstrated problem solving and analytical skills.
• Demonstrated ability to work well with Stanford colleagues and clients and with external organizations.

Education & Experience (Required)

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

Knowledge, Skills, and Abilities (Required)

• 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.
• Strong verbal and written communication 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.

Physical Requirements

• Constantly perform desk‑based computer tasks.
• Frequently sitting.
• Occasionally stand/walk, reach/work above shoulders, grasp lightly/fine manipulation, grasp forcefully, use a telephone, sort/file paperwork or parts, lift/carry/push/pull objects that weigh up to 10 pounds.
• Rarely twist/bend/stoop/squat, kneel/crawl.

Working Conditions

• Demonstrates the ability to work well with Stanford colleagues and clients and with external organizations.
• Demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned.
• Subject to and expected to comply with all applicable University policies and procedures, including but not limited to the personnel policies and other policies found in the University's Administrative Guide (http://adminguide.stanford.edu).

Pay

The expected pay range for this position is $39.20 to $45.56 per hour.

Benefits

Stanford offers a comprehensive rewards package. Detailed information about benefits and rewards is available on the Cardinal at Work website (https://cardinalatwork.stanford.edu/benefits-rewards).

Accommodation

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 his or her job.

Equal Employment Opportunity

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.

The job duties listed are typical examples of work performed by positions in this job classification 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.