Administrative Associate

California, United States
17 Oct 2018
End of advertisement period
17 Dec 2018
Contract Type
Full Time

The Office of Technology Licensing at Stanford University seeks an experienced Administrative Associate to provide operational support to the Industrial Contracts Office (ICO). Reporting to the Associate Director of ICO, the Administrative Associate is the central coordinator for Parker Institute for Cancer Immunotherapy (PICI) documents and reports, including entering new agreements in the office database and other databases, and running related reports. The ideal candidate will be able to work independently and respond to queries or direct them to the appropriate person. The successful candidate will also have excellent verbal and written communication skills, pay close attention to detail, will be resourceful, dependable, self-directed and a flexible team player with strong follow-up skills, and a positive “can do” attitude.

The Industrial Contracts Office (ICO) is part of Stanford University’s Office of Technology Licensing (OTL), which evaluates, markets, and licenses technology owned by the University. ICO negotiates and signs sponsored research and other research-related agreements with industry and handles all University Material Transfer Agreements, working closely with OTL on intellectual property terms for research agreements. ICO also works closely with the Sponsored Projects Office and many other University research administration offices. ICO's mission is to foster and maintain mutually beneficial relationships with industry sponsors and provide high-quality and timely service to our constituents -- Stanford faculty and staff -- while maintaining a balance between Stanford and industry interests.


  • Respond to inquiries, and determine and take appropriate action as required. Serve as a resource for PICI-related materials.
  • Assist with Industrial Affiliates Program administrative work in office database and communicating with the programs.
  • Perform duties associated with scheduling, and assist with organizing, and operating conferences, seminars, and events, and icoordinating 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, 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.
  • Provide ICO staff with administrative help as needed, such as gathering signatures, updating the office database, and sending/receiving documents and emails.
  • Maintain approved content on websites.

* - Other duties may also be assigned


Education and Experience:

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

Knowledge, Skills and Abilities:

  • 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.