Administrative Associate 3 (Hybrid Opportunity)

Stanford University; Palo Alto (CA); Hybrid; USD 70,000 - 95,000; Full time

Job summary

The Division of Computational Medicine in the Stanford Department of Medicine seeks an Administrative Associate 3 to provide dedicated administrative support to Dr. Jonathan Chen, MD, PhD, Associate Professor of Medicine and Director for Medical Education in Artificial Intelligence.

This role is ideal for someone who thrives on organization and wants to build a career in academic administration. Reporting to the Division Administrative Supervisor, the AA3 serves as the primary administrative

Qualifications

• Advanced computer skills with office software and email platforms.
• Strong organizational abilities and attention to detail.
• Excellent verbal and written communication and customer service.
• Ability to prioritize, multitask, and work independently.
• Proven ability to follow through on projects and meet deadlines.
• Experience supporting faculty or researchers is a plus.

Responsibilities

• Serve as primary administrative partner to Dr. Chen, managing priorities and resolving issues.
• Support IRB submissions, renewals, and amendments with deadlines and compliance.
• Manage calendars, travel (domestic and international) and coordinating logistics.
• Maintain Dr. Chen's CV, biosketch, and other documents.
• Process reimbursements and verify purchasing transactions with compliance.
• Coordinate events, meetings, and seminars for the division.
• Update content on Dr. Chen's lab website and assist with communications.

Skills

Advanced computer skills

Organizational skills

Verbal and written communication

Customer service

Prioritize multi-task

Initiative

Judgment and decision making

Education

High school diploma

Job description

The Division of Computational Medicine in the Stanford Department of Medicine is advancing the future of health through data science, biomedical informatics, and interdisciplinary research. Our faculty are national leaders driving innovation that transforms complex data into meaningful clinical impact.

We are seeking a motivated, detail-oriented, and service-driven Administrative Associate 3 (AA3) to provide dedicated administrative support to Dr. Jonathan Chen, MD, PhD, Associate Professor of Medicine and Director for Medical Education in Artificial Intelligence. This role is ideal for someone who enjoys working closely with faculty in a dynamic academic environment, thrives on organization, and wants to build a career in academic and research administration.

About the Role

Reporting to the Division Administrative Supervisor, the AA3 serves as his primary administrative partner, managing the day-to-day operations that allow him to focus on research, teaching, and clinical care. This role offers close working exposure to faculty leadership, research compliance, and the operations of a nationally recognized clinical AI research program.

What You'll Do

• Serve as a key administrative point of contact for Dr. Chen, his lab, and collaborators, managing priorities and resolving day-to-day administrative issues.
• Provide administrative support for IRB submissions, renewals, and amendments, tracking deadlines and helping ensure timely compliance.
• Manage Slack channels, Google Drive folders, and mailing lists, keeping digital resources organized and accessible.
• Manage Dr. Chen's calendar and coordinate domestic and international travel in compliance with university and sponsor policies.
• Maintain and update Dr. Chen's CV, biosketch, and other faculty-related documents.
• Complete financial disclosure and conflict of interest (COI) forms and track submission deadlines.
• Plan and coordinate events, including lab meetings, seminars, and larger division events.
• Process reimbursements and verify PCard/TCard and other purchasing transactions with accuracy and attention to compliance.
• Update and maintain content on Dr. Chen's lab website.

Why Join Computational Medicine?

This role offers more than day-to-day administrative support — it's an opportunity to work closely with a faculty leader shaping the future of clinical AI, while building expertise in research compliance, faculty support, and financial administration. Stanford offers robust professional development resources, internal mobility opportunities, and a collaborative culture that supports long-term career growth.

This position is offered as a hybrid role (onsite 2-3 days/week), subject to operational needs.

Responsibilities

• 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.