Administrative Associate 2

Job description

Administrative Associate 2

Stanford University

Job Number:

Stanford University is one of the world's most renowned universities. Sitting in the heart of the San Francisco Bay Area among the valley's most progressive companies, the School of Medicine is seeking candidates to fulfill our Administrative Associate 2 role.

You will be working with an unparalleled leading-edge community of faculty and staff that are fundamentally changing the world of health care. You will have the opportunity to influence and drive change with your innovative ideas, the ability to make a difference, and participate in human advancements. Our culture is fast paced, energetic and growing.

We offer a variety of benefits beyond traditional medical, dental, retirement and savings options:

  • Events and program for children, sports camps, tuition options

  • World class intellectual stimulation through learning and development classes, workshops and onsite conferences from leading edge speakers and faculty

  • Work/life and family friendly policies and reimbursement

  • Participation in Stanford's social responsibility and sustainable programs for a better world

  • A vibrant university culture that values the uniqueness of each individual

    We are seeking candidates who are progressive thinkers, see challenges as simply problems to solve, and have a spirit and energy to change the world.

    Stanford University is seeking an Administrative Associate 2 to provide administrative or operational support working under general supervision.
    About the Department of Pathology
    Comprised of extraordinary faculty and staff, our mission is to improve the diagnosis, treatment and basic understanding of human disease. We accomplish this through our clinical services, research, and training the future leaders in pathology and related fields. A major focus of clinical research in the Department continues to be the correlation of patient outcome and treatment response with the diagnosis of human cancers. Everything we do is to provide the highest quality of pathology diagnostic services to the patients for whom we passionately care.

    For more information about the department visit

    About the Position:

    As an Administrative Associate 2 in the Department of Pathology at Stanford University, you will perform functions and activities to support faculty members. You will create and maintain complex calendars, process reimbursement requests through our financial system, and perform various administrative tasks within our main office. You will provide administrative and operational support to the Department's faculty and staff members in a dynamic work environment. You should be highly organized, extremely detail oriented, and be able to multi-task with ease. Regardless of your assignment, you'll be expected to demonstrate strong business judgment, professional etiquette, and exceptional analytical and problem-solving skills. In addition to having a “can-do” attitude and pleasant demeanor, you must have extraordinary communication skills that allow you to interact with a diverse group of people.
    Duties include:
    • Respond to inquiries 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.
    * - Other duties may also be assigned


    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.
    Additional Information
    • Schedule: Full-time
    • Job Code: 4102
    • Employee Status: Regular
    • Grade: E
    • Requisition ID: 84575


    Location: School of Medicine, Stanford, 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: 9/11/2019
    Application Due: 11/11/2019
    Work Type: