Administrative Associate 3, General Surgery (Hybrid Opportunity)

Stanford Reglab; United States; Hybrid; USD 55,000 - 90,000; Full time

Job summary

Stanford Reglab seeks an experienced Administrative Associate 3 to provide high-level administrative support to faculty and division leadership in a hybrid work setting. You will manage calendars, communications, travel, and budgeting, while coordinating conferences and events with vendors.

The role emphasizes independent work, strong relationships, and delivering accurate, timely documents and reports. Prior Stanford exposure is preferred, with excellent communication and organizational skills.

Qualifications

• High school diploma with four years of administrative experience, or equivalent experience.
• Ability to independently compose/draft correspondence on behalf of department leadership.
• Experience in a university or academic medical center preferred.
• Strong collaboration with Stanford colleagues and external organizations.

Responsibilities

• Act on behalf of the supervisor, department manager, or chair to set priorities and resolve administrative problems.
• Schedule, organize, and operate complex conferences, seminars, and events within budget.
• Draft documents and correspondence for presentations, grants, and reports with editing and fact-checking.
• Plan calendars, resolve conflicts, and arrange travel per policies.
• Create complex reports and spreadsheets using specialized software.
• Process financial transactions, monitor budgets, and reconcile statements.
• Coordinate maintenance, office moves, and minor renovations.
• Lead staff or supervise students/temporary workers, assign workloads and provide feedback.

Skills

Advanced computer skills

Organizational skills

Verbal and written communication

Customer service

Multi-tasking

Decision making

Initiative

Education

High school diploma + 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.

At Stanford, every employee plays a part in our mission for a better tomorrow—from researchers to operations and from food services to educators. Join our team to work towards a future you believe in.

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

Consistent with its obligations under the law, the University will provide reasonable accommodations to applicants and employees with disabilities. Applicants requiring a reasonable accommodation for any part of the application or hiring process should contact Stanford University Human Resources by submitting a help ticket.

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. See Admin Guide 1.7.4: Equal Employment Opportunity, Non-Discrimination, and Affinitive Action Policy; Know Your Rights: Workplace Discrimination is Illegal.

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.