Administrative Associate 3

Job description

Administrative Associate 3🔍School of Medicine, Stanford, California, United StatesNew📁Administration📅5 days ago Post Date📅89890 Requisition #The Department of Radiation Oncology, Division of Medical Physics is seeking a qualified Administrative Associate 3 to provide high level administrative and operational support for the division and faculty. A strong can-do attitude and cheerful, customer service orientation is needed. Seeking candidate able to hold larger organizational mission while attending to myriad details and work in an ever changing, fast-paced environment. Multi-tasking is a daily necessity and flexibility is a must.

The Department of Radiation Oncology, Division of Medical Physics core values are based on professionalism, integrity, personal responsibility, and service. Our culture promotes, recognizes, and values the role of staff as partners in an environment that attracts and fosters the highest quality staff.

Duties include:

  • 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.
  • 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.
  • Plan and schedule calendar(s) with limited consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
  • May lead staff or supervise day-to-day work of student and/or temporary workers, including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, reviewing work for quality and timeliness, and providing performance review input.
  • Grant and Protocol Submission support:
    • Prepare manuscripts and grants (includes typing, editing, proofreading, compiling and assisting with submission process).
    • Work with PI to compile all investigator documents.
    • Gather info for the “other support funding” for grants, complete and gather bio-sketches, PI reports and research group data for assembly and preparation.
    • Maintain filing system for grants, human subjects protocols, publications, accounts, correspondence, revising text as appropriate and ensuring all necessary information is incorporated.
    • Assist in preparation and submission of protocol renewal documentation.
    • Compile summary statistics (“Enrollment/Inclusion report” forms for NIH grants).
    • Maintain and reconcile expenditures, review and correct monthly statement charges accordingly for each grant account.
    • Participate in ongoing training provided by the University to develop and strengthen grants management knowledge.
    • Maintain biographical sketches, curriculum vitae, and Other support documents.
  • Appoint visiting student researchers.
  • Responsible for sponsoring and/or renewing visas associated with visiting titles, students, and postdocs.
  • Process complex financial transactions.

* - Other duties may also be assigned


  • Four-year college degree or equivalent experience desired.
  • Ability to adapt to a changing environment and handle multiple priorities
  • Strong critical thinking skills, ability to analyze situations for all relevant information and apply solutions within the context of understanding organization as a whole.
  • In-depth knowledge and understanding of administrative principles and practices, as well as ability to assimilate functional operating knowledge of Stanford University.
  • Excellent communication skills, both in writing and orally.
  • Willing and able to work both collaboratively with administrative team and independently as needed to provide support for department.


  • High school diploma and four years of administrative experience, or combination of education and relevant experience.


  • 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.


  • 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,

Additional Information




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Job No:
Posted: 6/10/2021
Application Due: 8/9/2021
Work Type: Full Time