Administrative Associate 3, General Surgery (Hybrid Opportunity)

Stanford University; Palo Alto (CA); Hybrid; USD 60,000 - 75,000; Full time

Job summary

Stanford University’s Division of General Surgery seeks an experienced Administrative Associate 3 to provide high-level administrative support to faculty and division leadership. The role requires an organized, resourceful professional who can work independently while managing multiple priorities.

You will communicate effectively, build relationships, and deliver high-quality support, handling calendars, travel, meetings, and financial tasks in a hybrid in-office/telework setting.

Qualifications

• Advanced computer skills and experience with office software and email applications.
• Ability to independently compose/draft correspondence for department leadership.
• Excellent organizational skills and attention to detail.
• Excellent 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.

Responsibilities

• Act on behalf of supervisor to establish priorities and resolve administrative problems.
• Oversee scheduling and organizing complex conferences, seminars, events; manage vendors and budgets.
• Draft documents and correspondence; edit and verify content for presentations and reports.
• Plan and schedule calendars; arrange travel per unit/university policies.
• Create complex reports and spreadsheets using specialized software.
• Process financial transactions; monitor budget statements and reconcile discrepancies.
• Coordinate maintenance, office moves, and minor renovations.
• May lead staff or supervise student/temporary workers and provide performance input.

Skills

Advanced computer skills

Organizational skills

Verbal and written communication

Customer service

Prioritize and multi-task

Initiative and ownership

Sound judgment

Education

High school diploma plus 4 years admin experience

Job description

This is a hybrid position (3-4 days/week in the office and telecommuting 1-2 days/week). Changes to the hybrid schedule are subject to operational needs.

The Division of General Surgery is seeking an experienced Administrative Associate 3 to provide high-level administrative support to faculty and division leadership. This is a great opportunity for someone who is organized, resourceful, and comfortable working independently while managing multiple priorities. We’re looking for someone who communicates effectively, builds strong relationships, and takes pride in delivering high-quality support.

Desired Qualifications:

• 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 independently compose/draft correspondence on behalf of the department leadership.
• Demonstrates the ability to work well with Stanford colleagues and clients and with external organizations.

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.