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Administrative Associate 2 (Hybrid Opportunity)

Company: Stanford University
Location: Stanford
Posted on: May 27, 2023

Job Description:

Stanford University, Department of Anesthesiology, Pain, & Perioperative Medicine is seeking an Administrative Associate 2 to provide administrative or operational support working under general supervision. This position will work in the Administrative Office for the department, supporting department administrative functions, as well as supporting faculty in a Anesthesia division. The department is an internationally recognized center for the delivery of anesthesia, pain management, and critical care services to adults at Stanford Health Care, and for children at the Lucile Packard Children's Hospital at Stanford. There are 250+ faculty and 120 staff in the department, all contributing to the School of Medicine core mission to support research, education, and patient care.

Duties include:

  • Provide administrative support to Regional Division in the Department of Anesthesia, Division Chief, Department DFA, and the Senior Vice Chair for Clinical Affairs and Values.
  • 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.
  • Assist with event and meeting planning, scheduling and use of conference rooms, including catering and logistics for location.
  • 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 (i.e. travel reimbursements), which may include researching and resolving discrepancies
  • Maintain office supplies and equipment; obtain vendor quotations, as needed. Coordinate office moves. Assist with distribution of department mail and maintain inventory for supplies (office, kitchen).
  • Provide badges, pagers and keys to the faculty and staff and maintain records for each.
  • May guide and train student and/or contingent workers including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, and reviewing work for quality and timeliness. Other duties may also be assigned


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

    • 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, 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.

        • 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, . The expected pay range for this position is $58,000 to $74,000 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.

          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 University, San Francisco , Administrative Associate 2 (Hybrid Opportunity), Administration, Clerical , Stanford, California

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