Administrative Associate

California, United States
08 Nov 2018
End of advertisement period
08 Jan 2019
Contract Type
Full Time

The Rodriguez Translational Therapeutics Lab in the Department of Psychiatry and Behavioral Sciences is seeking an Administrative Associate  to perform administrative support duties related to the operations of the Rodriguez Lab. Specific faculty support responsibilities include but are not limited to: preparing grant proposals, preparing presentation materials in a variety of formats, coordinating the application process for department postdoctoral fellowships, coordinating hires, managing financial system for purchases and reimbursements and maintaining laboratory supplies and equipment. The Administrative Associate 2 is also ensuring mail is sorted, packages are signed for and delivered, and all shared spaces are presentable.

We are searching for candidates who enjoy a friendly, collaborative work environment with diverse responsibilities and problems to solve. This is a busy position at times requiring a high level of professionalism, productivity, accuracy, organization, multi-tasking, flexibility, independence, sound judgment, and decision-making. An ideal candidate would be a dependable self-starter and exhibit excellent time management skills, communication skills (both oral and written), the ability to set priorities, extreme attention to detail with follow-through, tact, sensitivity to confidential information, positive attitude, and a passion for working with and supporting students. The Administrative Associate 2 will work under the direction and supervision of the principal investigator and clinical research manager.

Duties include:

  • 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.
  • 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.
  • Serve as custodian and verifier for purchasing and travel cards. Advise department card users on allowable and appropriate use of PCards and TCards.
  • Process and monitor routine financial transactions, which includes purchasing and processing reimbursements as well as researching and resolving discrepancies.
  • Maintain approved content on websites and social media.
  • Booking travel arrangements for faculty and staff.
  • Coordinate grant submissions with multiple collaborators.
  • Managing organization of teaching materials.

* - Other duties may also be assigned


  • Computer-literate with a PC computer. Experience with Microsoft/Windows operating systems, familiarity with Microsoft Word, Microsoft Excel, Adobe Acrobat, and experienced in the use of either Internet Explorer or Mozilla Firefox browser. Working knowledge of email client software such as Microsoft Outlook. 
  • Ability to work with strict deadlines
  • Ability to work independently and prioritize activities after receiving general guidance
  • Accuracy in grammar and spelling very important.
  • Experience maintaining websites desirable
  • Knowledge of scheduling systems especially in an Academic setting highly desirable
  • Pre-Award Proposal preparation experience
  • Previous experience managing multiple schedules
  • Preferably proficient with Stanford University and Hospital systems
  • Experience with event planning
  • Social media management experience


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. 


  • 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