Administrative Associate 2

Job description

Administrative Associate 2

Stanford University

Job Number:

Stanford University, Department of Medicine is looking for an Administrative Associate 2 to provide administrative support to the Sean N. Parker Center for Allergy and Asthma Research's Medical Director. Job duties will include P-Card transactions, travel planning, purchasing, event planning/coordination, grant and publication proofreading, coordination of sponsor visits and pre-award tasks such as updating PI's other support pages and CVs.

The Sean N. Parker Center for Allergy and Asthma Research is the first center of its kind, aiming to not only to find better treatments for children and adults with allergies and asthma, but to discover underlying immune mechanisms against the diseases and develop a lasting cure. To learn more about the Sean N. Parker Center please visit

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. Coordinate pre-study site visits from our sponsors for clinical trials. Gather all the information requested by sponsor prior to the visit (CVs, clinic shipping address, clinic contact information, etc.).
  • 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. Arrange clinic socials
  • 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. Assist Medical director and other PIs with pre-award duties such as collecting and updating CVs, OS pages, etc. Will also assist with the proofreading of publications and grant applications.
  • Plan and schedule calendar(s) based on consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies. Coordinate schedule for Medical director that includes heavy travel, clinic time and research time. Schedule NIH and sponsored travel for Medical director. Book flights, make hotel arrangements and confirm scheduled meetings.
  • Process and monitor routine financial transactions, which may include researching and resolving discrepancies. Process pcard verifications, expense reports and purchase requisitions.
  • 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.
  • Assist with scheduling of interviews and onboarding for volunteers and student workers. Assist with updates to training materials.
* - Other duties may also be assigned

  • Bachelor's degree and three years of administrative experience

  • 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 Family: Administration
Job Series: Administrative Associate
Job Code: 4102
Grade: E
Exemption: Non-exempt
Schedule: Full-time


Location: School of Medicine, California, United States
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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Job No:
Posted: 6/14/2018
Application Due: 8/14/2018
Work Type: