Administrative Associate 2 (50% FTE)

Stanford University

Administrative Associate 2 (50% FTE)

Job Number:

The Dept of Cardiothoracic Surgery is seeking an accomplished Administrative Associate to provide key support to four faculty within the Division of Pediatric Cardiac Surgery with minimal direction, will perform a variety of operational and administrative duties including, but not limited to the following, independently resolve problems, draft correspondence, and respond to and redirect inquiries to the appropriate staff as needed. Identify issues of importance to the Director. Coordinate complex travel and meeting arrangements. Process expense reimbursements and other payments and purchases related to the Division through both SU/LPCH. Maintain patient chart and filing system. Manage a complex calendar, schedule professional obligations both within and outside the university. Screen telephone calls and mail. Maintain core documents. Cross cover patient scheduling, coordinate all fetal appointments, prepare pre-op binders and send patient packets out to families.
Serve as liaison and point of contact for the satellite surgical programs in Oakland, Sacramento, and Madera, CA.

Minimum of 2 years in a healthcare setting, as a surgery scheduler or clinical coordinator, working with patients and their families preferred. Two-year college degree or equivalent preferred. Medical terminology, word processing, drafting of correspondence, and heavy contact with patients and the public is desired. Experience preferred with other desktop applications including Excel, Access, and Power Point. Accustomed to working with little or no direction and occasionally with tight deadlines. The ability to be flexible and work with changing priorities and frequent interruptions. Professional presentation, pleasant demeanor with a highly developed customer service skills. DESIRED QUALIFICATIONS:


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,

Job: Administration

Location: School of Medicine
Schedule: Part-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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