Administrative Associate 2

May 26, 2017
Institution Type
Four-Year Institution

Stanford University

Administrative Associate 2

Job Number:

Stanford University is seeking an Administrative Associate 2 to provide administrative and operational support working under general supervision. This position will support faculty and staff in the Anesthesia Informatics and Media (AIM) Lab within the School of Medicine, Department of Anesthesiology, Pain and Perioperative Medicine, one of the largest departments in the School of Medicine. The Department has maintained significant clinical growth over the last decade, and includes 155 faculty and over 100 clinical FTE, as well as more than 200 residents, fellows, administrative and research staff. The growth of the Department has resulted in expansion of educational events and programs, international conferences, various conferences within the US, and multiple educational courses.

The Anesthesia Informatics & Media Lab (AIM) is a world-class research and medical education facility and has implemented a variety of projects spanning from research, education, and clinical informatics. The lab focuses on information technologies and how they can be used to improve medical education, requiring collaboration with researchers in simulation and computer science across Stanford University. Projects at the AIM Lab span education, clinical informatics, and mobile computing in medicine, all aiming to innovate user-centered solutions to healthcare IT. The work done by AIM Lab has been honored by funding and awards from the Agency for Healthcare Research Quality, IARS, Society for Technology in Anesthesia, and Medicine 2.0, among others. Information regarding AIM Lab education, conferences, and other important work may be found at
The Administrative Associate will provide a broad range of support to faculty and staff including calendaring/scheduling, making travel arrangements, handling various communications on behalf of faculty, and overall administrative and operational support for the Lab.

Duties include:
  • Respond to inquiries, and determine and take appropriate action as required. Serve as a resource regarding a defined set of policies and procedures.
  • Perform duties associated with scheduling, organizing, and operating conferences, seminars, and events, including recommending vendors for services, overseeing the production and distribution of materials, coordinating logistics, and serving as liaison with internal and external vendors.
  • Draft and/or generate routine communications; coordinate production (formatting, copying, etc.) and dissemination of documents, such as presentations, course handouts, grant proposals, conference and seminar materials, complex reports, brochures, and displays.
  • Plan and schedule calendar(s) based on consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
  • Process and monitor routine financial transactions, which may include researching and resolving discrepancies.
  • Maintain office supplies and equipment; obtain vendor quotations, as needed. Coordinate office moves.
  • May serve as the point of contact for general maintenance, health and safety, and other facility concerns within the unit(s); report any incidents or potential safety problems to appropriate representatives. Track completion of required training.
  • Maintain approved content on websites.
  • May perform human resources transactional support, e.g. time cards, I9s, and/or faculty affairs support.
  • May guide and train student and/or contingent workers including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, and reviewing work for quality and timeliness.
*Other duties may also be assigned
Desired Qualifications:
  • Four-year college degree preferred.
  • Stanford University experience highly desired.
  • Experience in another academic setting is desired.
Education & Experience (Required):
  • High school diploma and three years of administrative experience, or combination of education and relevant experience.
Knowledge, Skills and Abilities (Required):
  • Proficient computer skills and demonstrated experience with office software and email applications.
  • Demonstrated success in following through and completing routine tasks.
  • Strong organizational skills and attention to detail.
  • Strong verbal and written communication skills.
  • Excellent customer service and interpersonal skills.
  • Ability to prioritize and multi-task.
Physical Requirements:
  • Constantly perform desk-based computer tasks.
  • Frequently sitting.
  • Occasionally stand/walk, reach/work above shoulders, grasp lightly/fine manipulation, grasp forcefully, use a telephone, sort/file paperwork or parts, lift/carry/push/pull objects that weigh up to 10 pounds.
  • Rarely twist/bend/stoop/squat, kneel/crawl.
*Consistent with its obligations under the law, the University will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of his or her job.

Work Standards:
  • Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clients and with external organizations.
  • Promote Culture of Safety: Demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned.
  • Subject to and expected to comply with all applicable University policies and procedures, including but not limited to the personnel policies and other policies found in the University's Administrative Guide,

Job: Administration

Location: School of Medicine
Schedule: Full-time
Classification Level:

To be considered for this position please visit our web site and apply on line at the following link:

Stanford is an equal opportunity employer and all qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.


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