Administrative Associate

California, United States
07 Dec 2018
End of advertisement period
07 Feb 2019
Contract Type
Full Time

The Musculoskeletal Imaging Division in the Department of Radiology is seeking a qualified Administrative Associate 3 to provide administrative and operation support with limited supervision. 

The Musculoskeletal Imaging Division is one of the busiest and highest profile sections in the Department, serving Stanford Hospital and Clinics (SUH) as well as part time coverage at the Palo Alto VA Medical Center (PAVAMC). Exam volumes in 2012 surpassed 60,000, including nearly 10,000 MRI studies and over 1,000 injection and interventional procedures. February 2013 marked the fourth anniversary of comprehensive MSK services at the Stanford Medicine Outpatient Center in Redwood City. This center has six diagnostic x-ray rooms, two 3T MRI scanners, a multidetector CT scanner, two radiography and fluoroscopy rooms, and an ultrasound room, all immersed in a beautifully appointed facility staffed with highly talented and committed staff. MSK provides interpretation of skeletal radiographs (x-rays), MRI, CT, and diagnostic US. Using fluoroscopy or US guidance, we inject or aspirate joints, tendon sheaths, and benign soft tissue collections. Recent enhancements to the clinical service include improved methods for MRI in patients with metallic implants, MR neurography, and special injections of biological agents such as platelet rich plasma. We provide all MSK imaging and image-guided therapeutic procedures to Stanford athletics as well as to the San Francisco 49ers Football Club and the Golden State Warriors Basketball Club. 

The Department of Radiology core values are based on professionalism, integrity, personal responsibility, and service. Our culture promotes, recognizes, and values the role of staff as partners in an environment that attracts and fosters the highest quality staff. 

Duties include: 

  • Oversee and/or perform duties for 2 co-chairs 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 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) with limited consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies. 
  • May lead staff or supervise day-to-day work of student and/or temporary workers, including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, reviewing work for quality and timeliness, and providing performance review input.
  • Grant and Protocol Submission support:
  • Prepare manuscripts and grants (includes typing, editing, proofreading, compiling and assisting with submission process)
  • Work with PI to compile all investigator documents
  • Gather info for the “other support funding” for grants, complete and gather bio-sketches, PI reports and research group data for assembly and preparation
  • Maintain filing system for grants, human subjects protocols, publications, accounts, correspondence, revising text as appropriate and ensuring all necessary information is incorporated
  • Assist in preparation and submission of protocol renewal documentation
  • Compile summary statistics (“Enrollment/Inclusion report” forms for NIH grants)
  • Maintain and reconcile expenditures, review and correct monthly statement charges accordingly for each grant account
  • Participate in ongoing training provided by the University to develop and strengthen grants management knowledge
  • Maintain biographical sketches, curriculum vitae, and Other support documents

* - Other duties may also be assigned.


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


  • 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.


  • 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,