Administrative Associate

Job description

Administrative Associate

Stanford University

Job Number:

Grade: E

FTE: 100%

The Division of Pediatric Critical Care Medicine includes 28 full time faculty members and is growing. In addition to the faculty, there are 14 fellows in the 3-year program currently receiving training in the sub-specialty of pediatric Critical Care medicine. Faculty in the division provide oversight and leadership to various programs and initiatives in both Lucile Packard Children's Hospital and the medical school at large. Administrative staff in the division includes a business manager, assistant manager, shared financial analyst, shared financial manager, a fellowship coordinator and three administrative associates. The Division supports all the inpatient needs of patients admitted to the pediatric intensive care unit at Lucile Packard Children's Hospital.

We are seeking an Administrative Associate (AA2) who will provide high-level administrative and operational support to the faculty in the Division of Pediatric Critical Care Medicine.

Duties include:

  • Plan and schedule calendar(s) based on consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
  • 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, 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 and reports, brochures, and displays.
  • Process and monitor routine financial transactions (pcards and reimbursements), 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.

* - Other duties may also be assigned

  • Bachelor's degree and experience in an academic or health care environment.
  • Knowledge of Stanford University systems, financial policies, and administrative procedures.
  • Familiarity with Purchasing Card transactions, purchase orders, travel reimbursements, and setting up contracts with outside agencies.
  • Experience in working with senior faculty members.


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.

  • General office environment.
  • May require travel across campus.
Additional Information


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: 3/2/2021
Application Due: 3/12/2021
Work Type: Full Time