Stanford University · 7 hours ago
Administrative Associate 4
Stanford, CA
Full-time
Onsite
Mid, Senior Level
$45.23/hr - $51.03/hr
6+ years expStanford University is a nationally recognized leader in advancing population health through innovative research, education, and policy engagement. 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 senior stakeholders.
EducationHigher EducationUniversities
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
Positions at this level also include one or more of the following duties:
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
Other duties may also be assigned
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
A 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
Company
Stanford University
Stanford University is a teaching and research university that focuses on graduate programs in law, medicine, education, and business.
10001+ employees
Funding
Current Stage
Late StageTotal Funding
$27.62MKey Investors
American Medical AssociationNational Institutes of HealthCalifornia Institute for Regenerative Medicine
2026-01-13Grant· $1.1M
2025-09-08Grant
2025-01-30Grant· $5.6M
Leadership Team
Nadia Roumani
Co-founder and Senior Designer, Designing for Social Systems (DSS) Program, d.school
Howard Wolf
Vice President for Alumni Affairs
Recent News
2026-01-20
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2026-01-20
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