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Administrative Associate III

Company: Stanford Medicine
Location: Sunnyvale
Posted on: January 10, 2022

Job Description:

Do you enjoy working as part of a team in a fast-paced social and innovative environment? Are you seeking to develop within an organization that is growing and on the cutting edge of emergency medicine research development? If so, then Stanford University School of Medicine has an exciting, challenging and rewarding job opportunity!

The Department of Emergency Medicine is seeking an Administrative Associate III to provide administrative and operational support working under general supervision within a growing research group. We are looking for a team-oriented, organized, socially savy, and good communicator to provide scientific administrative support for the research faculty and administrative team. The person in this role will facilitate communication among faculty members and staff as well as help coordinate the logistics of our research projects and office space. This role will resemble that of an office manager but will require an understanding of department research initiatives. All training will be provided on the job, making this a great role for someone looking to learn new skills as an important team member of a growing research group. The most critical involvement in this work will be to ensure planned work is completed in a timely fashion and faculty research leadership and administrative management staff have adequate administrative support for projects. The Associate will independently handle a multitude of tasks to support departmental research efforts.

This position will be based on the Stanford campus and is a hybrid (working on-site and working from home) subject to operational need.

For information on the Department, please visit

Duties include:

  • Act on behalf of the supervisor 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.
  • Manage hybrid shared office work space, conference room for Emergency Medicine faculty and trainees.
  • 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.
  • Provide administrative support to research faculty leaders and for select departmental programs and meetings. This includes planning and scheduling calendar(s) appointments with limited consultation; resolve calendaring conflicts; arranging travel in compliance with unit, university, and sponsor policies; and preparing materials before, during and after research group meetings.
  • 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.
    * - Other duties may also be assigned


    An ideal candidate would
    • Exhibit excellent time management skills, the ability to set priorities and a passion for working with people
    • Feel comfortable multitasking with desk and interpersonal work
    • Expertly navigate complex meeting scheduling
    • Bring strong experience with office management and high-level administrative support
    • Communicate well with the administrative leader overseeing all Emergency Medicine Offices
    • Be prepared to share ideas and methods to support growth in research administrative group and faculty researchers.
    • Develop proficiency with REDCap, Smartsheets and Tableau.

      • 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.
        • Proficient in MS Office package programs including Excel, Outlook, Word and Powerpoint.
        • Demonstrated success in following through and completing projects.
        • High level of professionalism in communication, appearance, and work ethic
        • 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 (as needed).
        • 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.

            WORK STANDARDS:
            • 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, .

              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

              Additional Information
              • Schedule: Full-time
              • Job Code: 4103
              • Employee Status: Regular
              • Pay Grade: F
              • Requisition ID: 90706 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, Sunnyvale , Administrative Associate III, Administration, Clerical , Sunnyvale, California

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