Administrative Associate

California, United States
14 Dec 2019
End of advertisement period
14 Feb 2020
Contract Type
Full Time

The Division of Stem Cell and Transplantation and Regenerative Medicine in the Department of Pediatrics at Stanford University is seeking an Administrative Associate 2 (1.0 FTE) to provide administrative or operational support with limited supervision. This division is a dynamic, stimulating place to work. We are focused on excellence in education and patient care, and our staff have particularly challenging and rewarding roles.

Duties include:

  • Maintain the chief’s dynamic and complex calendar; plan and schedule calendar(s) with limited consultation, resolve calendaring conflicts.
  • Plan and book the chief’s travel, based on a complex schedule; arrange travel in compliance with unit, university, and sponsor policies. Coordinate travel for visiting scholars and applicants. Process the related expenses.
  • Act responsibly in regards to establishing priorities and identifying and resolving problems that are administrative in nature.
  • Process a variety of complex travel reimbursements; research, identify, and resolve discrepancies.
  • Assist the senior administrative associate in duties associated with organizing conferences, seminars, and events.
  • Assist with documents and correspondence for presentations, presentation handouts, grants, conferences, seminars, and reports. Maintain and ensure accuracy of content in various unit documents, displays, reports, brochures, social media, and/or websites.
  • Coordinate and monitor routine maintenance services completion. Assist with office moves and/or minor renovation projects.

* - Other duties may also be assigned


  • Bachelor’s Degree in Health Administration, Business Administration, or related degree
  • 4-5 years of administrative experience
  • Experience in prioritizing meetings and phone calls
  • Understanding of basic accounting and financial concepts


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.

Additional Information

  • Schedule: Full-time
  • Employee Status: Regular