Stanford University School of Medicine · 7 hours ago
Administrative Associate 4
Stanford, CA
Full-time
Hybrid
Mid, Senior Level
$45.23/hr - $51.03/hr
6+ years expStanford University School of Medicine is a leader in advancing population health through innovative research and education. They are seeking an Administrative Associate 4 to provide complex administrative and programmatic support for a high-profile environmental health research and policy program, working closely with faculty and stakeholders.
EducationHigher EducationMedical
Responsibilities
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
Research and/or write background information for meetings. Participate in meetings on supervisor’s behalf, inform after the fact
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 research 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) without prior 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. Make recommendations based on reports
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 complex office moves. Plan and coordinate routine remodeling and renovations
Analyze and review material and extract pertinent information for briefing purposes
In conjunction with financial lead and/or principal investigator, assist with sponsored project research proposal submissions and post award administration
Responsible for leading the administrative functions of a program or unit
Perform human resources transactional support and/or faculty affairs support; coordinate or manage the visa process
Serve as building coordinator
Oversee or supervise day-to-day work of other administrative or support staff, student and/or temporary workers, including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, reviewing work for quality, timeliness, and providing performance review input
Qualification
Required
High school diploma and six years of administrative experience, or combination of education and relevant experience
Advanced computer skills and demonstrated experience with office software and email applications
Proven success in following through and completing projects
Excellent organizational skills and attention to detail
Excellent 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
Preferred
Subject matter expertise in supporting complex academic programs focused on environmental health and policy within an academic institution, including operational oversight, grants and financial management, policy interpretation, and coordination across faculty, departments, and external partners
Strong working knowledge of academic administrative systems, compliance requirements, and best practices for consortium-based program operations, including governance and reporting
Strong organizational and leadership skills, including budget oversight, personnel supervision, and cross-functional coordination
Demonstrated excellence in operational and project management
Benefits
Stanford University provides pay ranges representing its good faith estimate of the salary or hourly wage the university reasonably expects to pay for a position upon hire.
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.
Company
Stanford University School of Medicine
Stanford University School of Medicine is the medical school of Stanford University. It is a sub-organization of Stanford University.
5001-10000 employees
H1B Sponsorship
Stanford University School of Medicine has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
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Trends of Total Sponsorships
2025 (551)
2024 (499)
2023 (472)
2022 (390)
2021 (336)
2020 (260)
Funding
Current Stage
Late StageTotal Funding
$10MKey Investors
American Medical Association
2023-06-21Grant
2017-07-19Grant· $10M
Leadership Team
Darius M. Moshfeghi
Chief of Retina Division: Vitreoretinal Surgery and Medical Diseases
Quinton R. Markett
Research Professional, Utz Lab, Department of Medicine, Division of Immunology & Rheumatology
Recent News
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