Floating Administrative Associate

Stanford University

Floating Administrative Associate

Job Number:

The Department of Medicine (DOM) began medical instruction in 1909 with students receiving their MD degree in 1913. Over the past one hundred plus years we have graduated thousands of students and have expanded to fourteen divisions. As an academic medical center, we have a tripartite mission (research, education, patient care). Most importantly, the Department of Medicine is a clinical department focused on human health. Our faculty and staff collaborate to support a broad spectrum of work from bench scientists doing basic research to educators training the next generation of physicians, to clinicians caring for patients in the hospital and clinics. We make inquiries at all levels that might translate into taking better care not only of the individual patients but also for whole populations of patients. In addition, the Department has a long history in computational science, quantitative science, health services research, informatics and epidemiology. If you would like to be a part of our history and help move us into the future, we welcome you to consider a career in the Department of Medicine.

Our Department Operations group is currently recruiting for a full-time, benefits-eligible floating Administrative Associate (Administrative Associate 2). As a floating Administrative Associate this position will provide a variety of administrative support to divisions throughout the Department of Medicine. The length of each “float” assignment will vary depending on the needs of the specific workgroup. Our hire will have the opportunity to learn more about the programs and research supported by the Department of Medicine and as positions open up, have the opportunity to apply for a position in the division that best supports her/his personal and professional interests.

In order to be considered for this position, please attach both a cover letter and a resume to the application. The cover letter should include the requisition number for this position and three examples of work-related experiences that demonstrate skills required for this position.

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
* - Other duties may also be assigned


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

  • 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
  • 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.

  • 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, http://adminguide.stanford.edu

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: stanfordcareers.stanford.edu

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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