Administrative Associate 3

Stanford University

Administrative Associate 3

Job Number:

The Division of Gastroenterology and Hepatology, in the Department of Medicine, School of Medicine, at Stanford University, is looking for a top-notch Administrative Associate to support the Division's Chief, Vice Chief and Division Manager on a day to day basis. This position is a full-time non-exempt position.

The Leadership of the GI Division has extremely busy, confidential and complex work calendars that require an administrative associate with an attention to detail, someone who can move quickly and is able to maintain patience and flexibility in a rapidly changing environment. The Division currently has 35+ faculty and 5 instructors and is growing rapidly. Planning for growth at this pace requires many last minute meetings with leadership in the School and the Stanford Healthcare (SHC) organization. This position is key in making this intensive scheduling happen on a timely basis, while appearing seamless and organized, so that division leadership can trust that their calendars are accurate and all the necessary information related to any meeting is available for them when needed. Along with busy leadership schedules related to running the division, both the Chief and Vice Chief have busy clinical schedules in multiple clinical locations within SHC. Patient care and satisfaction are extremely important and this means that the schedules need to be handled in a timely and appropriate manner. Closing and moving clinical sessions as soon as possible, working with clinic administration to insure minimum patient disruption.

Duties include:
  • Act on behalf of the supervisor, department manager, or the chair in regards to establishing priorities and identifying and resolving problems that are administrative in nature.
  • 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 events 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.
  • Research and/or write background information for meetings. Participate in meetings on supervisor's behalf, inform after the fact.
  • Plan and schedule calendar(s) without prior consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
  • 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.
  • 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 resource transactional support and/or faculty affairs support; coordinate or manage visa process.
  • Coordinate and monitor routine maintenance services completion. Plan and coordinate office moves and/or minor renovation projects.
  • May lead staff or supervise day-to-day work of receptionist, 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.
  • Develop an understanding of organization's major programs, services, events and products. Assist in building and/or maintaining a digital community through social media channels, blogs and the web
* - Other duties may also be assigned

  • 5 plus years of Administrative experience in a very busy setting.
  • Stanford experience.
  • Strong Computer skills

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

  • Advanced computer skills and demonstrated experience with office software and email applications.
  • Demonstrated success in following through and completing projects.
  • Excellent organizational skills and attention to detail.
  • Excellent strong 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.
  • 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: 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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