Administrative Associate

Stanford, California (US)
09 Jan 2019
End of advertisement period
09 Mar 2019
Contract Type
Full Time

Job Code: 4102 

Job Grade: E 

Cancer Clinical Trials Office at Stanford University School of Medicine is seeking an Administrative Associate 2 to provide administrative and operational support as part of a three person team for a 160+ person department. A strong can-do attitude and cheerful, customer service orientation is needed. Seeking candidate able to hold larger organizational mission while attending to myriad details and work in an ever changing, fast-paced environment. Multi-tasking is a daily necessity and flexibility is a must. Both team-work and individual responsibility are called for in meeting the needs of our staff who, ultimately, serve our dual mission of serving patients thru treatment and scientific research in oncology.

Duties include:

  • Respond to inquiries, 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.
  • Draft and/or generate routine communications; coordinate production (formatting, copying, etc.) and dissemination of documents, such as presentations, course handouts, conference and seminar materials, reports, brochures, and displays.
  • Heavy, multi-calendar scheduling. Plan and schedule based on established procedures, 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.
  • Maintain office supplies and equipment; obtain vendor quotations, as needed. Coordinate office moves.
  • May serve as the point of contact for general maintenance, health and safety, and other facility concerns within the unit(s); report any incidents or potential safety problems to appropriate representatives. Track completion of required training.

* - Other duties may also be assigned.


  • Strong critical thinking skills; ability to analyze situations and apply solutions within the context of understanding organization as a whole. Willing to apply processes where appropriate or suggest improvements to any challenges seen is valued.
  • Ability to learn new processes and procedures and apply them to various situations.
  • Flexibility and positive attitude in meeting changing demands of a large, complex, and fast-paced environment is essential.
  • Willing and able to work collaboratively with administrative team and independently as needed to provide support for department.

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 clerical 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.


  • None.


  • 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 25 pounds with cart/assistance as needed.
  • Occasionally 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.

General office environment; security access due to PHI/HIPAA regulations.

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,