Administrative Associate 3 - Stanford University
Stanford, CA 94305
About the Job
The Department of Anesthesiology, Perioperative, and Pain Medicine is seeking a talented and resourceful Administrative Associate 3 to provide administrative and operational support for research faculty involved in a wide variety of basic science, clinical, and data science.
The successful candidate must demonstrate the ability to handle a multitude of tasks in an ever-changing, dynamic academic environment, ability to work independently and collaboratively in a time setting. This position is eligible for a hybrid work arrangement, with the number of on-site versus remote days determined by the needs of the department. These requirements may adjust as departmental needs evolve.
The Department of Anesthesiology, Perioperative, and Pain Medicine, at Stanford University’s School of Medicine, is a world-leading department that offers comprehensive training and perioperative patient care, pain management, and critical care medicine as well as cutting-edge research, encompassing a wide spectrum of program in basic, translational, clinical, health services and medical education.
At Stanford University School of Medicine, the work we do touches the lives of those today and tomorrow. Through education, research, and health care, the School of Medicine improves health through leadership, diversity, collaborative discoveries, and innovation in healthcare. Whether working in departments with faculty, or in units that support the school, our staff are a part of teams that propel us on our journey toward the future of medicine and Precision Health.
Stanford is rooted in a culture of excellence and values innovation, collaboration, and life-long learning. To foster the talents and aspirations of our staff, Stanford offers career development programs, competitive pay that reflects market trends, and benefits that increase financial stability and promote healthy, fulfilling lives. An award-winning employer, Stanford offers an exceptional setting for professionals looking to advance their careers.
School of Medicine and the Department of Anesthesia are committed to diversity, equity, and inclusion for its faculty, staff, residents, and postdocs, and fellows. We aim to recruit, support, retain, and promote diversity in our department.
For more information on our department, please see our website: https://med.stanford.edu/anesthesia.html
To view Stanford University benefits, visit: https://cardinalatwork.stanford.edu/benefits-rewards
Duties include:
- 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.
- 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.
- 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 projects.
- 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.
* - Other duties may also be assigned
DESIRED QUALIFICATIONS:
- 1-2 years of experience in lab operations, preferably in an academic or research setting.
- Familiarity with the administration and operation of academic research labs.
- Strong organizational skills with the ability to manage lab logistics, including inventory management, procurement, and compliance with institutional policies.
- Experience coordinating lab meetings, lab equipment setup, and space utilization.
- Knowledge of finance and purchasing systems related to research operations (e.g., handling purchasing cards, processing reimbursements).
- Ability to assist with onboarding, training, and guiding lab staff on policies and procedures.
- Strong communication skills, both verbal and written, to coordinate effectively with cross-functional teams (faculty, vendors, research administrators).
- Knowledge of safety protocols and compliance requirements within lab environments.
EDUCATION & EXPERIENCE (REQUIRED):
High school diploma and four years of administrative experience, or 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 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
PHYSICAL REQUIREMENTS*:
- 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, http://adminguide.stanford.edu
The expected pay range for this position is $33.17 to $43.75 per hour.
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.
At Stanford University, base pay represents only one aspect of the comprehensive rewards package. The Cardinal at Work website (https://cardinalatwork.stanford.edu/benefits-rewards) provides detailed information on Stanford’s extensive range of benefits and rewards offered to employees. Specifics about the rewards package for this position may be discussed during the hiring process.