Administrative Associate

Stanford University

Administrative Associate

Job Number:

Administrative Assistant 2, AA2, 100% FTE, Non-exempt, 1-Year Fixed Term

School of Engineering, Department of Bioengineering

We are seeking an administrative assistant to help organize events, maintain and update content on websites, and provide general office support for three projects within Stanford's Department of Bioengineering: The Mobilize Center, UCSF-Stanford CERSI, and the AI100 Project. The Department, which is jointly supported by the Schools of Medicine and Engineering, includes, in a single department, research and teaching programs that embrace biology as a new engineering paradigm and apply engineering principles to medical problems and biological systems.

The Mobilize Center at Stanford University ( is a National Institutes of Health (NIH) Big Data to Knowledge (BD2K) Center for Excellence. The Mobilize Center's mission is to use state-of-the-art data analysis techniques to improve human movement across the wide range of conditions that limit mobility, including osteoarthritis, stroke, running injuries, and cerebral palsy. In addition to conducting cutting-edge research, the Mobilize Center also organizes workshops and symposia, publishes a magazine, and runs other outreach events.

The UCSF-Stanford Center of Excellence in Regulatory Science and Innovation (UCSF-Stanford CERSI) initiative is a joint undertaking among: University of California, San Francisco (UCSF), School of Pharmacy and School of Medicine; Stanford University, School of Engineering and School of Medicine; U.S. Food and Drug Administration (FDA). These three partners work collaboratively on projects that promote the emerging field of regulatory science—including innovative research, education, outreach, and scientific exchange—together with foundations and commercial entities interested in the development of FDA-approved medical products. Collaborations between the center and the pharmaceutical, biotechnology, and high-tech industries of the San Francisco Bay Area and the West Coast are especially important to the center's aims.

The AI100 Project ( is the One Hundred Year Study on Artificial Intelligence, or AI100, is a 100-year effort to study and anticipate how the effects of artificial intelligence will ripple through every aspect of how people work, live and play.

This is a one-year fixed-term position with the possibility of extension based on funding.

Note: Not all unique aspects of the job are covered by this job description


Provide administrative or operational support working under general supervision.


  • 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, events, and meetings, including recommending vendors for services, overseeing the production and distribution of materials, publicizing events, coordinating logistics, serving as liaison with internal and external vendors, and facilitating meetings including preparing agendas and taking minutes.
  • Process and monitor routine financial transactions, which may include researching and resolving discrepancies.
  • 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.
  • 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.
  • Edit video materials for online mini-courses.
  • 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


Education & Experience:

High school diploma and three years of administrative experience, or combination of education and relevant experience.

Knowledge, Skills and Abilities:

  • Proficient computer skills and demonstrated experience with office software and email applications. Ability and willingness to learn how to update content on our WordPress website, manage on-line registrations and surveys, and manipulate images to post on webpages.
  • 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.

Certifications and Licenses:



  • 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 25 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.


  • 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,

Applicants are required to upload a cover letter and resume to be considered for this opening.

About Stanford University

Stanford University, located between San Francisco and San Jose in the heart of California's Silicon Valley, is one of the world's leading teaching and research universities. Since its opening in 1891, Stanford has been dedicated to finding solutions to big challenges and to preparing students for leadership in a complex world.

Supporting that mission is a staff of more than 10,000 which is rooted in a culture of excellence and values innovation, collaboration, and life-long learning. To foster the talents and aspirations of our staff, Stanford offers career development programs, competitive pay that reflects market trends and benefits that increase financial stability to promote healthy and fulfilling lives. An award-winning employer, Stanford offers an exceptional setting for professionals looking to advance their careers.

Stanford is an equal employment opportunity and affirmative action employer and is committed to recruiting and hiring without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.

Thank you for your interest!

Job: Administration

Location: School of Engineering
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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