Administrative Associate 3

Stanford University School of Medicine; Palo Alto (CA); Sur place; USD 65 000 - 90 000; Plein temps

Résumé du poste

Stanford University School of Medicine in Palo Alto is seeking a hybrid Administrative Associate 3 to provide administrative and operational support in the Department of Pathology. You will work with a leading team, manage calendars, coordinate meetings and travel, prepare documents, and handle budget tasks.

The role emphasizes initiative, attention to detail, and strong communication to support a fast-paced academic environment.

Qualifications

• High school diploma with four years of administrative experience.
• Strong computer and office software skills.
• Excellent organizational and detail orientation.
• Clear verbal and written communication.
• Customer service and interpersonal strengths.
• Ability to prioritize, multitask, and delegate.
• Proactive problem-solving and ownership of projects.
• Sound judgment in decision-making.

Responsabilités

• Act on behalf of supervisor to set priorities and solve administrative problems.
• Schedule complex conferences, events, travel, and budgets.
• Prepare drafts for presentations, handouts, grants, and reports; edit as needed.
• Plan calendars and resolve conflicts; arrange travel per policies.
• Create reports and spreadsheets using specialized software.
• Oversee financial transactions, budgets, and vendor selections where needed.
• Coordinate maintenance, office moves, and renovations.
• Supervise staff and student workers, assign workloads, and review work.

Connaissances

Advanced computer skills

Project management

Organizational skills

Communication skills

Customer service

Prioritization

Taking initiative

Judgment

Formation

High school diploma

Description du poste

Job Description

Stanford University is one of the world’s most renowned universities. Sitting in the heart of the San Francisco Bay Area among the valley’s most progressive companies, the School of Medicine is seeking candidates to fulfill a highly influential role in the Pathology Department.

Job Description

Stanford University is one of the world’s most renowned universities. Sitting in the heart of the San Francisco Bay Area among the valley’s most progressive companies, the School of Medicine is seeking candidates to fulfill a highly influential role in the Pathology Department.

You will be working with an unparalleled leading-edge community of faculty and staff that are fundamentally changing the world of health care. You will have the opportunity to influence and drive change with your innovative ideas, the ability to make a difference and participate in human advancements. Our culture is fast-paced, energetic, and growing all of the time.

We offer a variety of benefits beyond traditional medical, dental, retirement, and savings options:

• Events and program for children, sports camps, tuition options
• World-class intellectual stimulation through learning and development classes, workshops, and onsite conferences from leading-edge speakers and faculty
• Work/life and family-friendly policies and reimbursement
• Participation in Stanford’s social responsibility and sustainable programs for a better world
• A vibrant university culture that values the uniqueness of each individual

We are seeking candidates who are progressive thinkers, see challenges as simply problems to solve, and have the spirit and energy to change the world.

About The Department Of Pathology

The Department of Pathology is a founding department of the Stanford School of Medicine and one of the leading departments in the United States. Our preeminent faculty spans from emerging leaders to highly accomplished physicians and scientists, including a Nobel laureate and members of the National Academy. Our mission is to improve the diagnosis, treatment, and basic understanding of the human disease. This is done through discovery (research), education, and clinical care.

About The Position

The Department of Pathology at Stanford University is hiring a hybrid Administrative Associate 3 to provide administrative or operational support with limited supervision. May be responsible for leading other administrative staff or subordinates.

Responsibilities

Core Duties

• 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.
• 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.

Minimum Education And Experience

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