Administrative Associate 3

Job description

Administrative Associate 3

Stanford University

Job Number:

Stanford University School of Medicine - recognized for quality patient care, academics, research, and innovation, seeks an Administrative Associate 3 in the Department of Anesthesia Pain & Perioperative Medicine - Division of Research.

The Administrative Associate 3 will provide administrative or operational support to faculty and administrators in handling the preparation, submission, and monitoring of research grants. This is a fantastic opportunity to work in a dynamic environment while contributing to every aspect of this world-changing enterprise.

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. Serve as key point of contact for grant applications, submission, and all related grant work in support of faculty in the Division of Research. Provide training and serve as point of contact for other administrative associates and faculty for the division.
  • 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 event within budget. Assist with planning/scheduling Division events.
  • 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. Assist PI's with grant applications, edit and format proposals; edit and format journal reviews; assist with quarterly reports; handle APB & APLAC protocols.
  • Plan and schedule calendar(s) with limited consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies. Manages calendaring and travel for faculty; and lab staff when needed.
  • Create complex reports and spreadsheets which may utilize specialized software and systems. Responsible for complex reports such as annual progress reports for required submission to NIH for each grant. Assist PIs with spreadsheets related to grant or e-certifications which require experience using excel pivot tables, merge, etc. Provide financial reports to PIs upon request; regularly communicate with finance team regarding complex grant reporting when needed.
  • 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. Manage PCard and TCard transactions and multiple budgets. Works with clinical research staff, postdocs, and research associates to track and/or resolve issues related to purchasing or budgets.
  • Monitor budget and expenditures as requested by Division Manager and faculty.
  • Coordinate and monitor routine maintenance services completion. Plan and coordinate office moves and/or minor renovation projects. Serves the lab manager role regarding purchasing, maintenance, capital equipment; act on behalf of the Division Manager as needed regarding capital equipment (purchase and inventory) and for facilities projects as assigned.
*Other duties may also be assigned
Desired Qualifications:
  • Four-year college degree
  • Experience in an academic setting
Education & Experience (Required):
  • High school diploma and four years of administrative experience, or combination of education and relevant experience.
Knowledge, Skills and Abilities (Required):
  • Experience in grant proposal submission to sponsoring agencies such as NIH.
  • 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
Physical Requirements:
  • 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.

Work Standards:

  • 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,


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: 12/18/2018
Application Due: 2/18/2019
Work Type: