Administrative Associate 3 (Hybrid Opportunity)

Stanford University School of Medicine; Palo Alto (CA); Hybrid; USD 65,000 - 85,000; Full time

Job summary

Stanford University School of Medicine is seeking an Administrative Associate 3 to support 5–8 faculty members, manage calendars, reimbursements, and conference logistics in a hybrid role in Palo Alto.

The role requires a Bachelor's degree and prior Stanford experience, plus strong communication, budgeting, and organizational skills to ensure efficient operations and high-quality patient care support.

Qualifications

• High school diploma and four years of administrative experience, or combination of education and relevant experience.
• Experience supporting faculty or medical division is beneficial.
• Familiarity with budgeting, scheduling, and conference coordination tasks.

Responsibilities

• Act on behalf of the supervisor or chair to establish priorities and resolve administrative problems.
• Oversee scheduling, organize complex conferences, and manage vendor services within budget.
• Prepare documents and correspondence for presentations, course handouts, grants, conferences, seminars, and reports.
• Plan and schedule calendars, resolve calendaring conflicts, and arrange travel per policies.
• Create complex reports and spreadsheets using specialized software.
• Oversee financial transactions, monitor budgets, and assist with equipment requests.
• Coordinate maintenance, office moves, and minor renovations.
• Lead staff or supervise day-to-day work of students or temporary workers.

Skills

Advanced computer skills

Organizational skills

Verbal and written communication

Customer service

Prioritize and multi-task

Initiative and ownership

Education

Bachelor's Degree

Previous Stanford experience

Tools

Office software

Job description

Job Description

Are you detail-oriented, organized, and passionate about supporting top-tier medical professionals? The Division of Cardiovascular Medicine seeks a dynamic individual to join our team as an Administrative Associate 3. The Division of Cardiovascular Medicine is at the forefront of cutting-edge research, clinical care, and education in the field of cardiology. By joining our team, you can work alongside world-renowned faculty members and amazing staff and contribute to our mission of advancing cardiovascular health through excellence in research, education, and patient care. In this role, you will directly support 5-8 esteemed faculty members, ensuring the smooth operation of their administrative needs, and assist with the annual space survey—a critical component of our division's operations and resource allocation strategy.

Key Responsibilities Include

• Faculty Support: You will serve as the primary point of contact for faculty members, managing calendars, scheduling appointments, and coordinating meetings.
• Financial Management: Handle reimbursements, process purchase orders, and assist with budget tracking to ensure efficient fiscal management.
• Conference Organization: Aid in coordinating and organizing weekly conferences, ensuring all logistics are handled seamlessly.
• Subject Matter Expertise: Become proficient in our clinical call schedule software and serve as the division's go-to expert. Train other administrative staff on software usage, contributing to the division's operational efficiency and maintaining a high level of clinical care.
• Space Survey Assistance: Assist with the annual space survey, contributing valuable insights to division operations and resource allocation.

This is a hybrid opportunity.

Desired Qualifications

• Bachelors Degree
• Previous Stanford Experience

Responsibilities

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.