Administrative Associate

California, United States
21 Jun 2019
End of advertisement period
21 Aug 2019
Contract Type
Full Time

The Division of Pediatric Critical Care Medicine comprises of a growing 26 faculty, 13 fellows, and an Operations group consisting of three administrative associates, one fellowship coordinator, two finance personnel, and a Division Manager. Faculty in the division provide clinical services as well oversight and leadership to various programs at Lucile Packard Children’s Hospital, the Medical School, and outreach sites in the Bay Area and beyond. The Administrative Associate 2 (AA2) candidate will provide administrative support to several clinical and research faculty in the Division. The candidate will work closely with three administrative associates and a fellowship coordinator, who together make up our superstar administrative group.

Duties include: 

  • Plan and schedule calendar(s) based on consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
  • Respond to inquiries, and 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, 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 and reports, brochures, and displays. 
  • Process and monitor routine financial transactions (pcards and reimbursements), 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


  • Bachelor’s degree and experience in an academic or health care environment.
  • Knowledge of Stanford University systems, financial policies, and administrative procedures.
  • Familiarity with Purchasing Card transactions, purchase orders, travel reimbursements, and setting up contracts with outside agencies.
  • Experience in working with senior faculty members.


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.


  • General office environment.
  • May require travel across campus.

Additional Information

Schedule: Full-time
Job Code: 4102
Employee Status: Regular
Grade: E
Department URL:
Requisition ID: 83588

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