Administrative Associate

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

Note: Not all unique aspects of the job are covered by this job description

The Stanford community includes more than 13,000 talented and dedicated staff that each play a vital role in shaping our future leaders, supporting groundbreaking research and resolving some of the world’s greatest challenges. Joining our administration team in the Office of General Counsel, you will enable operations essential to the university's mission. You will provide operational and administrative support to the Office of the General Counsel with limited supervision. Maintain and organize the office and assist attorneys and support staff.

Our Purpose: 

The Office of the General Counsel (OGC) is responsible for addressing legal issues arising out of the activities of Stanford Health Care, Lucile Packard Children’s Hospital at Stanford, University HealthCare Alliance, Packard Children’s Health Alliance and Stanford Health Care – ValleyCare. Led by its Vice President and General Counsel, Debra L. Zumwalt, the office consists of in-house attorneys and support staff partnering with outside law firms.

Your Responsibilities Include: 


  • Greet visitors and route them to appropriate individuals, answer phones, and serve as a resource on department procedures and general inquiries.
  • Disseminate routine communications.
  • Perform office duties including but not limited to, handling of incoming and outgoing mail, entering data into basic tables, reports, or spreadsheets, monitoring and ordering of office supplies. Plan and coordinate office moves, minor renovation projects, or work orders.
  • Track facility and/or office equipment, such as keys, vehicles, and copiers and fax machines and schedule repairs, as needed. May assist with capital or special equipment requests or vendor selection.
  • Review invoices for accuracy, and initiate purchase requisitions.
  • Oversee and/or perform duties associated with scheduling, organizing, and operating events (e.g., Thursday attorney staff meeting, office socials, and office retreat and client reception), including arranging with vendors for services, overseeing the production and distribution of materials, administering logistics, and managing event within budget. 
  • Create and maintain files and filing systems.
  • Process a variety of financial transactions; produce, monitor, and reconcile budget statements; research, identify, and resolve discrepancies. 
  • Track projects from initial identification through final resolution and ensure all deadlines are met and projects are completed, e.g.,projects include reviewing emergency supplies for individuals and office, remove expired supplies and order replacements, review and update emergency binders, and coordinate deployment or scheduling recruitment interviews.
  • Supervise and train student employees, including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, reviewing work for quality and timeliness, and providing performance review input.

Administrative support:

  • Duties as assigned by the Director of Legal Office Services. Act on behalf of the department manager in regards to establishing priorities and identifying and resolving problems that are administrative in nature. 
  • Assist with special projects, e.g., schedule interviews recruiting
  • Coordinate and manage attorney schedules and activities, including all logistics and calendar management. Plan and schedule calendar(s) with limited consultation, resolve calendaring conflicts, and arrange travel in compliance with university policies. 
  • Compose and draft documents, presentations and reports; perform editing and fact checking. Create, maintain, modify, or ensure accuracy of content.
  • Create complex reports and spreadsheets which may utilize specialized software and systems.

* - Other duties may also be assigned

Experience we would like you to bring: 

Education & Experience:

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

Knowledge, Skills and Abilities:

  • 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.

Working at Stanford:

Imagine a world without search engines or social platforms. Consider lives saved through first-ever organ transplants and research to cure illnesses. Stanford University has revolutionized the way we live and enrich the world. Supporting this mission is our diverse and dedicated 17,000 staff. We seek talent driven to impact the future of our legacy. Our culture and unique perks empower you with:

Freedom to grow. We offer career development programs, tuition reimbursement, audit a course. Join a TedTalk, film screening, or listen to a renowned author or global leader speak.

  • A caring culture. We provide superb retirement plans, generous time-off, and family care resources.
  • A healthier you. Climb our rock wall or choose from hundreds of health or fitness classes at our world-class exercise facilities. We also provide excellent health care benefits.
  • Discovery and fun. Stroll through historic sculptures, trails, and museums.
  • Enviable resources. Enjoy free commuter programs, ridesharing incentives, discounts, and more!

Stanford is an equal opportunity employer and all qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.


  • 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 20 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 the job.


Coverage during business hours of 7:45AM and 5:30PM with extended hours or weekends, as needed, e.g., 8AM – 5PM or 9AM – 6PM


  • 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,

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