Administrative Associate 3 (Hybrid Opportunity)

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

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.

The ideal candidate brings at least 3 years of proven experience in administrative support, ideally within Stanford. Proficiency in the Microsoft Office suite and the ability to quickly learn and navigate new software systems are essential. Exceptional organizational skills, attention to detail, and the ability to manage multiple tasks simultaneously are crucial for success in this role. Excellent communication and interpersonal skills are also required, as the role involves interacting professionally with faculty, staff, and external stakeholders.

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.

Desired Qualifications:

• Bachelors Degree
• Previous Stanford Experience

This is a hybrid opportunity.