Administrative Associate 3, Faculty Onboarding Coordinator

Stanford University; Palo Alto (CA); On-site; USD 70,000 - 100,000; Full time

Job summary

Stanford University is seeking an Administrative Associate 3 – Faculty Onboarding Coordinator to lead the department's faculty onboarding program and serve as the primary contact from offer acceptance through integration into the department.

This role coordinates onboarding activities across divisions, partners with Faculty Affairs, HR, Credentialing, IT, and other teams to ensure readiness for clinical and academic success. A focus on standardized processes and exceptional service is essential.

Qualifications

• 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 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.

Responsibilities

• Act on behalf of the supervisor in establishing priorities and resolving administrative problems.
• Oversee scheduling, organizing, and operating complex conferences, seminars, and events, including vendor coordination and budgeting.
• Draft documents and correspondence for presentations, handouts, grants, conferences, seminars, and reports; edit and ensure content accuracy.
• Plan and schedule calendars, resolve calendaring conflicts, and arrange travel per policies.
• Create complex reports and spreadsheets with specialized software.
• Coordinate and monitor routine maintenance; plan office moves or renovations.
• May lead staff or supervise day-to-day work of students or temporary workers.

Education

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

Tools

MS Office

Job description

The Department of Anesthesiology, Perioperative and Pain Medicine at Stanford University School of Medicine is seeking a highly organized and proactive Administrative Associate 3 – Faculty Onboarding Coordinator to lead and coordinate the department's faculty onboarding program. This position plays a critical role in ensuring a seamless onboarding experience for new faculty by serving as the primary point of contact from offer acceptance through successful integration into the department.Working with limited supervision, the Faculty Onboarding Coordinator will independently coordinate complex onboarding activities across multiple divisions and collaborate with Faculty Affairs, Human Resources, Credentialing, Compensation, IT, Billing, Pharmacy, Security, Housing, and other key partners to ensure new faculty are prepared for clinical and academic success.This position will manage onboarding timelines, monitor completion of onboarding requirements, coordinate training and orientation activities, facilitate first-day experiences, and develop standardized processes and resources that promote consistency and operational excellence across the department. The incumbent will identify opportunities for process improvement, maintain onboarding documentation and tracking systems, and provide exceptional customer service while supporting faculty throughout their transition to Stanford.

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.

Minimum Education andExperience

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.