Administrative Associate 2

Stanford University

Position Administrative Associate 2

Industry: Other

Employment type: Full Time

Experience: 3 to 5 year

Qualification: Degree Holder

Salary: $63,300 to $76,433 annually

Company: Stanford University

Location: Stanford, CA (On-site), USA


Administrative Associate 2

About the job

Stanford University is seeking an Administrative Associate 2 to provide administrative or operational support working under general supervision.

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 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 simple 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.

School of Medicine employees who are patient-facing, work in, or frequent clinical and hospital areas for work purposes are considered as healthcare workers. This position is considered a healthcare worker and will need to comply with the Stanford Medicine vaccination requirements including the primary series of COVID 19 vaccine.

About The Position

The Department of Pathology at the School of Medicine at Stanford University is seeking an Administrative Associate 2 to provide administrative and operational support under general supervision with a can-do attitude and excellent communication skills in a diverse and dynamic work environment. In this role, you will perform functions and activities involved in the support of the department’s faculty and staff. You will be processing research material, blocks and slides by requesting, organizing, preparing, scanning, and shipping out per the instructions of the requesting faculty. You will be interacting with staff and faculty, regarding a multitude of different topics such as research, administrative tasks, facilities office moves, event calendaring, event support, travel arrangements, progress reports of tasks, and routine financial inquiries. As a backup to the front desk where you will be assisting with the onsite distribution of mail, packages, and other parcels along with maintaining the coffee break room. At times you may serve as a liaison between the clinical labs and the department’s business office, central administration, vendors, and collaborators (internal and external institutions).

This individual should be highly organized, resourceful, and able to multitask with ease along with demonstrating 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.

A CV/resume is highly recommended to be uploaded.

Duties Include

  • 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, 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.
  • Serve as a backup for the front desk admin.
  • Other duties may also be assigned

Desired Qualifications

  • Strong problem solver.
  • Demonstrated experience using Microsoft Outlook and Excel.
  • Experienced working in a Clinical and/or Laboratory setting.
  • Outlook and Google Calendaring experience.
  • Experience in scheduling

Education & Experience (REQUIRED)

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

Knowledge, Skills and Abilities (REQUIRED)

  • 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.

Physical Requirements:

  • Constantly perform desk-based computer tasks.
  • Frequently sitting.
  • Occasionally stand/walk, reach/work above shoulders, grasp lightly/fine manipulation, grasp forcefully, and use a telephone, sort/file paperwork or parts, lift/carry/push/pull objects that weigh up to 50 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.

Working Conditions

  • May require working in close proximity to blood borne pathogens.
  • May require work in an environment where animals are used for teaching and research.
  • Position may at times require the employee to work with or be in areas where hazardous materials and/or infectious diseases are present.
  • Due to the nature of the work, this position will be fully on-site.

The expected pay range for this position is $63,300 to $76,433 per annum. Stanford University provides pay ranges representing its good faith estimate of what the university reasonably expects to pay for a position. The pay offered to a selected candidate will be determined based on factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, geographic location and external market pay for comparable jobs.