Administrative Associate 3
Company: Stanford Medicine
Location: Walnut Creek
Posted on: May 4, 2022
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 a highly influential role
in Clinical Division in the Pathology Department.
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 all of the time.
We offer a variety of benefits beyond traditional medical, dental,
retirement, and savings options:
- Events and programs for children, sports camps, tuition
- 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
We are seeking candidates who are progressive thinkers, see
challenges as simply problems to solve, and have the spirit and
energy to change the world.
About the Department of Pathology:
The Department of Pathology is a founding department of the
Stanford School of Medicine and one of the leading departments in
the United States. Our preeminent faculty spans from emerging
leaders to highly accomplished physicians and scientists, including
a Nobel laureate and members of the National Academy. Our mission
is to improve the diagnosis, treatment, and basic understanding of
the human disease. This is done through discovery (research),
education, and clinical care.
About the Position
The Department of Pathology at the School of Medicine at Stanford
University is seeking an Administrative Associate 3 to provide
administrative or operational support under limited supervision
with a can-do attitude and excellent communication skills in a
diverse and dynamic work environment. In this role, you will be
supporting five faculty members in procurement, event calendaring,
travel arrangement, grant proposals and progress reports, and
routine financial support. You will serve as a liaison between the
labs and department business office, central administration,
vendors, collaborators (internal and external institutions). Having
experience as a meeting planner across different time zones and
being tech-savvy is a plus. You are highly organized;
detail-oriented; and are able to multi-task. Regardless of your
assignment, demonstrating strong business judgment, professional
etiquette, and exceptional analytical and problem-solving skills
are expected. Part of your responsibility will include leading and
educating other administrative staff or subordinates.
This position will be based on the Stanford campus and is a hybrid
(working on-site and working from home) subject to operational
As an organization that receives federal funding, Stanford
University has a COVID-19 vaccination requirement that will apply
to all university employees, including those working remotely in
the United States and applicable subcontractors. To learn more
about COVID policies and guidelines for Stanford University Staff,
- 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.
- 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.
- Prepare and handle tissue collection, paraffin blocks, and
glass slides in the lab.
- Review and edit CVs and manuscripts
- 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
- Plan and schedule calendar(s) with limited consultation,
resolve calendaring conflicts, and arrange travel in compliance
with unit, university, and sponsor policies.
- Create complex reports and spreadsheets which may utilize
specialized software and systems.
- 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.
- Coordinate and monitor routine maintenance services completion.
Plan and coordinate office moves and/or minor renovation
- 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
- Clinical administrative experience
- Knowledge of administrative financial duties
- Ability to handle stressful situations with tact and
EDUCATION & EXPERIENCE (REQUIRED):
High school diploma and four years of administrative experience, or
a combination of education and relevant experience.
KNOWLEDGE, SKILLS AND ABILITIES (REQUIRED):
- Advanced computer skills and demonstrated experience with
office software and email applications.
- Demonstrated success in following through and completing
- 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
- Ability to take initiative and ownership of projects.
- Ability to routinely and independently exercise sound judgment
in making decisions
CERTIFICATIONS & LICENSES:
- 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.
- Schedule: Full-time
- Job Code: 4103
- Employee Status: Regular
- Pay Grade: F
- Requisition ID: 92994 As an organization that receives federal
funding, Stanford University has a COVID-19 vaccination requirement
that will apply to all university employees, including those
working remotely in the United States and applicable
subcontractors. To learn more about COVID policies and guidelines
for Stanford University Staff, please visit
Keywords: Stanford Medicine, Walnut Creek , Administrative Associate 3, Administration, Clerical , Walnut Creek, California
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