Administrative Associate 3 / Faculty Affairs Administrator

Feb 05, 2018
Faculty Jobs
Health & Medical, Medicine
Institution Type
Four-Year Institution

Administrative Associate 3 / Faculty Affairs Administrator

Stanford University

Job Number:

Stanford University is seeking an Administrative Associate 3 to provide administrative and operational support for the Department Chair and other faculty in the Department of Molecular and Cellular Physiology. Our faculty performs cutting edge research and values the support of the administrative staff.
Key responsibilities of this position include managing the Chair's calendar and supporting administrative and teaching responsibilities, leading the Faculty Affairs administrative efforts for the Department, and providing ongoing support to other faculty and labs as needed. Ongoing faculty support includes purchasing for the labs, grant submission support and basic research award management.
This position is one of several department administrative positions—all department administrators work as a team. This is a great opportunity to learn and gain knowledge of University administration across a number of dimensions.
*This position is located on Stanford School of Medicine main campus, and will not be moving to Redwood City.
Duties include:
  • Act on behalf of the supervisor, department manager, or chair in regards to establishing priorities and identifying and resolving problems that are administrative in nature.
  • Oversee and/or perform activities related to all Faculty Affairs tasks, including correspondence and process management for faculty searches, faculty promotion and reappointments, sabbatical requests, visiting scholars, etc.
  • Oversee and/or perform duties associated with scheduling, organizing, supporting logistics of conferences, seminars, and events, including arranging with vendors for services, overseeing the production and distribution of materials, administering logistics, and managing event within budget.
  • Compose and draft documents and correspondence for presentations, course handouts, grants, conferences, seminars, and reports; perform substantial 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.
  • Plan and schedule calendar(s) with limited consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
  • Create complex reports and spreadsheets which may utilize specialized software and systems.
  • 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.
  • Serve as a resource for other administrative staff regarding faculty affairs matters.
  • Provide back up for other departmental administrative needs as appropriate.
  • Work on special projects in support of the department and/or with respective labs.
* - Other duties may also be assigned. DESIRED QUALIFICATIONS:
  • Four year college degree or equivalent.
  • Experience with Stanford Administrative applications (e.g. Oracle financials: IOU, procurement, P-card, t-card, Smart-Mart; FastFac, FASA, ILabs, E-Protocols, etc.); eRA Commons, NSF Fast Lane.
  • Cardinal Curriculum Certification Level I and ll.
  • Knowledge of Stanford University policies, procedures, systems and organizational structure and/or prior experience in an academic environment is desired. Experience working in an academic environment while supporting multiple faculty is highly desirable.

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.
  • 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.