Administrative Associate 4

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

Job summary

Stanford University School of Medicine is seeking a Hybrid Administrative Associate 4 to provide complex administrative support in the Department of Pathology. The role involves coordinating calendars, travel, meetings, and budgets, with responsibility for drafting documents and managing sensitive information.

The position requires a high school diploma and several years of administrative experience, strong communication skills, and the ability to lead projects with minimal supervision.

Qualifications

• Advanced computer skills with office software and email applications.
• Excellent organizational skills and attention to detail.
• Excellent 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.

Responsibilities

• Act on behalf of supervisor to establish priorities and resolve administrative problems.
• Research and prepare background information for meetings; participate on supervisor’s behalf.
• Coordinate complex conferences, seminars, and events including vendor arrangements and budget oversight.
• Draft documents and correspondence for presentations, grants, conferences, and reports; handle editing and fact checking.
• Plan and schedule calendars, coordinate travel in compliance with policies.
• Create reports and spreadsheets using specialized software; make recommendations based on data.
• Process complex financial transactions; monitor and reconcile budgets; assist with equipment requests and vendor selection.
• Coordinate office moves and routine remodeling projects.
• Analyze material for briefing purposes.

Skills

Advanced computer skills

Organizational skills

Verbal and written communication

Customer service

Interpersonal skills

Multitasking

Initiative and ownership

Judgment and decision making

Education

High school diploma

Job description

Job Description

Stanford University is one of the world’smost renowned universities, located in the heart of the San Francisco Bay Area among some of the world’smost innovative organizations.

Job Description

Stanford University is one of the world’smost renowned universities, located in the heart of the San Francisco Bay Area among some of the world’smost innovative organizations.

You will work with a leading-edge community of faculty and staff who are advancing health care through research, education, and clinical care. You will have the opportunity to contribute innovative ideas, influence change, and support work that makes a meaningful difference. Our culture is fast-paced, collaborative, and continually evolving.

We offer a variety of benefits beyond traditional medical, dental, retirement, and savings options:

• Events and programs for children, sports camps, and tuition options
• Learning and development classes, workshops, and on-site conferences featuring leading speakers and faculty
• Work-life and family-friendly policies and reimbursement programs
• Opportunities to participate in Stanford’s social responsibility and sustainability programs
• A vibrant university culture that values the uniqueness of each individual

We are seeking candidates who are forward-thinking, approach challenges as opportunities to develop solutions, and bring the leadership, energy, and commitment necessary to support Stanford’s mission.

About The Department Of Pathology

The Department of Pathology is a founding department of the Stanford School of Medicine and one of the leading pathology departments in the United States. Our faculty include emerging leaders and highly accomplished physicians and scientists, including a Nobel laureate and members of the National Academy. Our mission is to improve the diagnosis, treatment, and understanding of human disease through discovery, education, and clinical care.

Comprised of exceptional faculty, staff, and trainees, the department works to improve the ability to diagnose, treat, and understand the origins and manifestations of human disease and to care for those who have, or are at risk of developing, disease. We accomplish this through clinical services across anatomic and clinical pathology, including molecular and genomic pathology, histocompatibility testing, and transfusion medicine. Our research spans basic, translational, and clinical investigation into the origins and manifestations of disease, including efforts to improve disease prediction and prevention and advance precision health. We also educate and develop future leaders in pathology and related fields.

Everything we do supports our goals of providing high-quality clinical services, advancing the understanding, diagnosis, monitoring, treatment, and prevention of disease, and offering outstanding education and career development opportunities to those who share these goals.

About The Position

The Stanford University Department of Pathology is seeking a hybrid Administrative Associate 4 to provide complex administrative or operational support with minimal supervision. May be responsible for overseeing other administrative staff or subordinates.

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.
• Research and/or write background information for meetings. Participate in meetings on supervisor’s behalf, inform after the fact.
• 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 research 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) without prior 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. Make recommendations based on reports.
• 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 complex office moves. Plan and coordinate routine remodeling and renovations.
• Analyze and review material and extract pertinent information for briefing purposes.

Positions at this level also include one or more of the following duties:

• In conjunction with financial lead and/or principal investigator, assist with sponsored project research proposal submissions and post award administration.
• Responsible for leading the administrative functions of a program or unit.
• Perform human resources transactional support and/or faculty affairs support; coordinate or manage the visa process.
• Serve as building coordinator.
• Oversee or supervise day-to-day work of other administrative or support staff, 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 six 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.
• Proven success in following through and completing projects.
• Excellent organizational skills and attention to detail.
• Excellent 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.