Administrative Associate 3 — Hybrid, Faculty Support & Ops

Stanford University; Palo Alto (CA); Hybrid; USD 75,000 - 110,000; Full time

Job summary

Stanford University’s Division of Cardiovascular Medicine seeks an Administrative Associate 3 to support 5-8 faculty members, managing calendars, reimbursements, and conference logistics. The role requires strong organization, communication, and the ability to multitask in a fast-paced environment.

The ideal candidate has at least 3 years of administrative experience, preferably at Stanford, with proficiency in Microsoft Office.

Qualifications

• 3+ years of administrative support experience, preferably in an academic or Stanford environment.
• Proficiency with Microsoft Office and ability to learn new software quickly.
• Strong organizational, communication, and interpersonal skills for interactions with faculty, staff, and external stakeholders.

Responsibilities

• Serve as primary point of contact for faculty, manage calendars, schedule appointments, and coordinate meetings.
• Handle reimbursements, process purchase orders, and assist with budget tracking.
• Assist with weekly conference coordination and related logistics.
• Learn and train others on clinical call schedule software used by the division.
• Support the annual space survey and contribute to resource allocation insights.

Skills

Calendar management

Budget tracking

Organization

Communication

Multitasking

Education

Bachelor's Degree

Tools

Microsoft Office

Clinical schedule software

Job description

Stanford University’s Division of Cardiovascular Medicine seeks an Administrative Associate 3 to support 5-8 faculty members, managing calendars, reimbursements, and conference logistics. The role requires strong organization, communication, and the ability to multitask in a fast-paced environment.

The ideal candidate has at least 3 years of administrative experience, preferably at Stanford, with proficiency in Microsoft Office.