Administrative Associate Division of Otology & Neurotology

Job description

Administrative Associate Division of Otology & Neurotology

Stanford University

Job Number:

Job Code: 4102Job Grade: E
Stanford University School of Medicine - recognized for quality patient care, academics, research, and innovation - seeks an Administrative Associate 2 to provide administrative or operational support working under general supervision within the general clinical and basic science landscapes of the Department of Otolaryngology - Head and Neck Surgery:Division of Otology & Neurotology at the Stanford Ear Institute
The Administrative Associate will establish effective work processes and systems to achieve the strategic as well as tactical goals of the supporting Faculty. Administrative Associate is responsible for managing a wide array of administrative services/tasks for these Faculty members such as assisting with the management of calendaring, preparation of departmental and clinical materials including research, coordination of educational projects/courses, staying abreast of multiple project logistics, and travel arrangements. Administrative activities also include using of Stanford's Oracle System for requisitions, reimbursements, office/laboratory supplies, and P/T Card transactions. Candidate will coordinate Annual Events and other fulfilling projects within the Division of Otology & Neurotology.
Administrative Associate will have excellent communications skills and the ability to prioritize, organize, and complete work assignments efficiently and effectively. Functioning as part of a team, the role requires collaboration, flexibility, accountability, and attention to detail; liaison within the University, SHC, LPCH, and other outside institutions with highly sensitive and confidential information. This is a fantastic opportunity to work in a dynamic environment while contributing to every aspect of this world-changing enterprise.
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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.
  • 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.
  • 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.
  • Plan and schedule calendar(s) based on consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
  • Process and monitor routine financial transactions, which may include researching and resolving discrepancies.
  • 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.
  • May perform human resources transactional support, e.g. time cards, I9s, and/or faculty affairs support.
  • Provide Research Project Administration support within Division.
  • Assist with Departmental Administrative Team overflows, as necessary

Stanford University, located between San Francisco and San Jose in the heart of California's Silicon Valley, is one of the world's leading teaching and research universities. Since its opening in 1891, Stanford has been dedicated to finding solutions to big challenges and to preparing students for leadership in a complex world. DESIRED QUALIFICATIONS:
  • Four-Year College Degree
  • Administrative experience within an academic setting.
  • Advanced computer skills and demonstrated experience with office software and email applications.
  • Demonstrated success in following through and completing projects.
  • Proven ability to work productively, collegially, and diplomatically in an academic environment with a diverse and international group of individuals.
  • Exemplifies positive energy and enthusiastic team player in a fast-paced environment and demonstrated ability to learn
  • Familiarity with Stanford University policies, procedures, and Oracle Financials

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,


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: