Academic Affairs Administrative Associate

California, United States
18 Dec 2020
End of advertisement period
16 Feb 2021
Contract Type
Full Time

The Office of Academic Affairs at Stanford University School of Medicine under the direction of the Vice Dean of the School of Medicine, is comprised of six faculty associate deans and twelve staff members who serve a total population of approximately 4,000 faculty.

The Office of Academic Affairs’ main function is to support Departments, the School of Medicine, and the University in safeguarding the integrity, fairness, and transparency of policies and processes affecting the faculty, and providing a supportive environment in which faculty can develop, flourish and succeed.

In support of this mission, we are seeking a self-motivated Administrative Associate to provide administrative and operational support to the faculty affairs team and implementation of logistics of the school’s faculty professional development and mentoring programs, with limited supervision.

  • Due to winter shut-down, review of application will start on January 7, 2021 and continue until position is filled.

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, in-person and online, 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.  As the web administrator for OAA: updates and creates new content and pages in a timely manner; interfaces with vendors; makes sure site is current.
  • 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.  Consolidates, verifies and ensures accuracy of large datasets of records from a variety of sources.  This includes administering the day-to-day and record-keeping accuracies of the School’s 360 Faculty Evaluation process; interfaces with the vendor, faculty and administrators to ensure the process’s integrity and timeliness.  
  • 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.
  • Coordinate and monitor routine maintenance services completion.  Plan and coordinate office moves and/or minor renovation projects.
  • May lead staff or supervise 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.


  • Experience working in the area of academic affairs or with faculty at Stanford University or another institution of higher education.


  • High school diploma and four years of administrative experience, or combination of education and relevant experience.


  • Advanced computer skills and demonstrated experience with Microsoft Office, AEM (web), Zoom, Box, Google Drive, and email applications.  Willingness to learn proprietary systems (TruScore)
  • Initiative in supporting busy executives to accomplish goals in a timely and accurate manner
  • Demonstrated success in following through and completing projects. 
  • Excellent organizational skills and attention to detail. 
  • Strong verbal and written communication skills. 
  • Excellent customer service, teamwork, 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,

Additional Information

  • Schedule: Full-time
  • Job Code: 4103
  • Employee Status: Regular
  • Grade: F
  • Requisition ID: 88046

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