Administrative Associate (Hybrid Opportunity)

The Stanford University Clinical Excellence Research Center (CERC) strives to lower healthcare spending in the United States by designing, pilot testing, and evaluating innovative models of care delivery. We are currently looking for an energetic and detail-oriented Administrative Associate to provide assistance to a senior faculty in support of their research, teaching, publishing, and other leadership duties, as well as support for the academic graduate program Master in Clinical Informatics Management (MCiM) day-to-day operations.

Reporting to the Senior Operations and Student Services Manager, you will manage day-to-day email inquiries, calendar planning and scheduling by responding to meeting requests and resolving conflicts. You will also plan and organize meetings/events hosted by the faculty, managing travel arrangements and reimbursements for them and their visitors as needed. In addition, you will edit and prepare for distribution; materials for events, presentations, course handouts, grant applications, manuscripts, and other documents. You will also support day-to-day operations for the MCiM program, including scheduling events, supporting in-person classes, maintaining the program calendar, updating social media and website, editing presentations, coordinating catering and other duties of this nature may also be assigned.

A successful candidate has 1) experience supporting faculty or executives, 2) proven ability to communicate effectively with VIP stakeholders and guests, 3) experience with event planning and successful execution, and 4) strong editing skills and excellent attention to detail to manage the preparation, production, and dissemination of presentations, manuscripts, course handouts, grant applications, and memos.

This is a hybrid eligible position.

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.
• Perform duties associated with scheduling, organizing, and operating conferences, seminars, and events, including 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, reports, brochures, and displays.
• Plan and schedule 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, 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.
• Maintain approved content on websites and social media.
• Order catering and other relevant materials/equipment.
• Support MCiM program on-site classes as needed.
• May guide and train student and/or contingent workers including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, and reviewing work for quality and timeliness.

DESIRED QUALIFICATIONS:

• Experience supporting faculty or executives in the academic environment.
• Proven ability to communicate effectively with VIP stakeholders and guests.
• Experience managing event planning and execution.
• Strong editing skills and excellent attention to detail to manage the preparation, production, and the dissemination of presentations, manuscripts, course handouts, grant applications, and memos.

EDUCATION & EXPERIENCE (REQUIRED):

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

KNOWLEDGE, SKILLS AND ABILITIES (REQUIRED):

• Excellent 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.
• Strong professional judgment and discretion when communicating with senior faculty, VIP guests, and external stakeholders.
• Ability to prioritize and multi-task.

KNOWLEDGE, SKILLS AND ABILITIES (PREFERRED):

• High proficiency with Microsoft Office Suite (particularly Outlook and PowerPoint) and design tools such as Canva or Adobe Photoshop.
• Working knowledge of Stanford University organizational and administrative workflows, systems, and policies (e.g., travel policy, per diem guidelines, Concur, or similar platforms).
• Experience in an academic or research environment.

CERTIFICATIONS & LICENSES:

• None

PHYSICAL REQUIREMENTS*:

• 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.

WORKING STANDARDS:

• 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,

The expected pay range for this position is $31.97 to $38.40 per hour.

Stanford University provides pay ranges representing its good faith estimate of the hourly wage the university reasonably expects to pay for a position upon hire. The pay offered to a selected candidate will be determined based on factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, geographic location, and external market pay for comparable jobs.

At Stanford University, base pay represents only one aspect of the comprehensive rewards package. The Cardinal at Work website () provides detailed information on Stanford's extensive range of benefits and rewards offered to employees. Specifics about the rewards package for this position may be discussed during the hiring process.

Why Stanford is for You

Imagine a world without search engines or social platforms. Consider lives saved through first-ever organ transplants and research to cure illnesses. Stanford University has revolutionized the way we live and enrich the world. Supporting this mission is our diverse and dedicated 17,000 staff. We seek talent driven to impact the future of our legacy. Our culture and unique perks empower you with:

• Freedom to grow. We offer career development programs, tuition reimbursement, or audit a course. Join a TedTalk, film screening, or listen to a renowned author or global leader speak.
• A caring culture. We provide superb retirement plans, generous time-off, and family care resources.
• A healthier you. Climb our rock wall or choose from hundreds of health or fitness classes at our world-class exercise facilities. We also provide excellent health care benefits.
• Discovery and fun. Stroll through historic sculptures, trails, and museums.
• Enviable resources. Enjoy free commuter programs, ridesharing incentives, discounts and more.

Consistent with its obligations under the law, the University will provide reasonable accommodations to applicants and employees with disabilities. Applicants requiring a reasonable accommodation for any part of the application or hiring process should contact Stanford University Human Resources by submitting a contact form.

Stanford is an equal employment opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law.

The job duties listed are typical examples of work performed by positions in this job classification and are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks, and responsibilities. Specific duties and responsibilities may vary depending on department or program needs without changing the general nature and scope of the job or level of responsibility. Employees may also perform other duties as assigned.