Administrative Associate

California, United States
22 Oct 2020
End of advertisement period
21 Dec 2020
Contract Type
Full Time

The Stanford University School of Medicine Research Office is seeking an Administrative Associate to provide administrative and operational support for two School of Medicine service centers:  the Stanford Center for Innovations in In Vivo Imaging (SCi3), and the newly formed In Vitro Biosafety Level 3 (BSL3) Service Center. 

The SCi3 and BSL3 service centers are part of our world class collection of scientific service centers supporting Stanford’s academic mission by providing access for investigators to instruments, advanced technologies, services, and expert consultation.  In addition, this position provides administrative support for the Principal Investigator of the SAGE award and SAGE Pilot(s) in the Research Office.

Reporting to the Operations Manager, the Administrative Associate is responsible for handling an array of financial and administrative tasks. This is an excellent opportunity to be a part of a friendly, dynamic team of research scientists and staff supporting School of Medicine faculty, staff, and scientific service centers.  The ideal candidate is a proactive self-starter with a “can-do” attitude, and who is resilient and resourceful in adapting to new tasks and changing circumstances. 

Duties include:

  • Respond to inquiries and determine and take appropriate action as required. Serve as a resource regarding a defined set of policies and procedures.
  • Draft and/or generate routine communications; coordinate production (formatting, copying, etc.) and dissemination of documents, such as presentations, grant proposals, conference and seminar materials.
  • Assist with research grant proposal preparation for Principal Investigator (PI), including editing and updating supporting documents, such as CVs and NIH Biosketches. Coordinate the proposal submission process to ensure timely submission of all required materials.
  • Initiate and maintain communication regarding grant proposals, progress reports, and other program related documents with PIs, department managers and administrators, Research Management Group, other campus units.
  • Plan and schedule PI’s calendar(s) based on consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
  • Process and monitor routine financial transactions, researching and resolving discrepancies. Support the Operations Manager by initiating and assisting with financial transactions, including: Purchasing Card verification, reimbursement processing, and monthly service center billing.
  • Maintain office supplies and equipment; obtain vendor quotations, as needed. Coordinate pickup and billing for pass-through materials orders for the Imaging Facility.
  • Serve as the point of contact for general maintenance, health and safety, and other facility concerns within the units; report any incidents or potential safety problems to appropriate representatives.
  • May perform human resources transactional support, e.g. timecards, I9s, and/or faculty affairs support.

* - Other duties may also be assigned


Experience with financial transactions and purchasing;

Experience working in an academic environment;

Ability to manage multiple activities and support multiple stakeholders


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.


  • 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,

Additional Information

  • Schedule: Full-time
  • Job Code: 4102
  • Employee Status: Regular
  • Grade: E
  • Requisition ID: 87230

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