Administrative Associate 3, Faculty Onboarding Coordinator

Abundance Network; United States; On-site; USD 52,000 - 78,000; Full time

Job summary

Stanford University School of Medicine in Stanford, CA is seeking an Administrative Associate 3 – Faculty Onboarding Coordinator to lead the department's onboarding program. You will serve as the primary contact from offer acceptance through integration and work with Faculty Affairs, HR, Credentialing, IT, and other partners to ensure a smooth start for new faculty.

With minimal supervision, you will manage onboarding timelines, training and orientation, first-day experiences, and documentation.

Qualifications

• High school diploma plus four years of administrative experience.
• Advanced computer skills with office software and email applications.
• Excellent organizational skills and attention to detail.
• Excellent verbal and written communication.
• Excellent customer service and interpersonal skills.
• Ability to prioritize, multi-task, and manage deadlines.
• Ability to take initiative and own projects.
• Sound judgment in decision making.

Responsibilities

• Coordinate onboarding program across divisions and partners.
• Plan complex conferences, seminars, and events within budget.
• Draft documents, edit content, and ensure accuracy for reports and materials.
• Plan calendars, resolve scheduling conflicts, and arrange travel.
• Create complex reports and spreadsheets with specialized software.
• Oversee financial transactions, budgets, and vendor selection.
• Coordinate office moves and minor renovations.
• Supervise staff and temporary workers as needed.

Skills

Computer skills

Organization

Verbal communication

Written communication

Customer service

Interpersonal skills

Prioritization

Multi-tasking

Initiative

Judgment

Education

High school diploma

Tools

Office suite

Email applications

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.

Perform a variety of administrative duties which may include reception duties, creating and editing communications, documents, reports and spreadsheets, scheduling and/or coordinating meetings, making travel arrangements, managing or maintaining office operations, performing employment and financial transactions.

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.