Administrative Associate

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

Job Code: 4103

Job Grade: F

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. 

The Department of Radiology is seeking a qualified candidate to fill the Administrative Associate position to support department Quality efforts.

The Quality team within the Department of Radiology supports physicians in their efforts to provide the highest levels of patient care. Department Quality leaders must interface with other departments and hospital leaders to identify performance improvement opportunities, communicate those opportunities to department physicians, lead performance improvement efforts, and coordinate with hospital services to effect improvement interventions. The Administrative Associate for the Quality team will play a critical role in the clinical success of the department through his or her support of Directors of Clinical Performance Improvement and Quality Management. 

CORE DUTIES include*:

  • Act on behalf of the supervisor, department manager, or chair in regards to establishing priorities and identifying and resolving problems that are administrative in nature.
  • Oversee and/or perform duties 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.
  • Create complex reports and spreadsheets which may utilize specialized software and systems.
  • Oversee and/or process a variety of complex financial transactions; produce, monitor, and reconcile budget statements; research, identify, and resolve discrepancies. May assist with capital or special equipment requests and/or vendor selection.
  • Serve as a resource for data necessary for compliance, including, including notes and attendance logs for division peer learning conferences, policies, and committee charters.
  • Support a department-wide communication strategy (e.g., periodic e-mails) on matters related to Quality and Compliance.
  • Support the creation and analysis of surveys.
  • Generating agendas and minutes for Performance Improvement Committee meetings.
  • Coordinating, tracking, and maintaining a database of department-wide performance improvement projects.
  • Assisting in communications with department physicians on quality and compliance issues.
  • Acting on behalf of the Directors in regards to establishing priorities and identifying and resolving problems that are administrative in nature.
  • Possibly leading staff or supervising 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.

* - Other duties may also be assigned.


  • 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.


  • 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,