Administrative Associate 3

Job Description The Division of Adolescent Medicine seeks a highly skilled, proactive Administrative Associate III to provide comprehensive administrative and operational support. The role partners with faculty, trainees, and staff, managing the complex workflows that enable clinical excellence, groundbreaking research, and community advocacy for young people. Our tight‑knit team of 12 faculty (3 researchers, 9 clinician‑educators), 3 fellows, and professional staff delivers compassionate inpatient and outpatient care, conducts life‑changing research, and trains the next generation of leaders through fellowship and residency programs. In addition to clinical service, we focus on safeguarding young people during their most transformative and vulnerable windows. We provide life‑saving interventions in youth sexual health, gender‑affirming care, and the treatment of eating disorders and substance use, and serve as a vital safety net through our Teen Van program, offering health services to uninsured and unhoused youth in the Bay Area. Duties Include Executive Support: Manage the Division Chief’s complex calendar and serve as primary contact for faculty, trainees, and staff regarding division, department, school, and university policies and procedures. Clinical Scheduling: Oversee and perform complex scheduling for clinician faculty and fellows using QGenda; manage pediatric resident scheduling to ensure seamless medical education coverage. Meeting Management: Facilitate division‑level meetings and retreats, including room/Zoom logistics, agenda preparation, minutes, recordings, and catering. Event Management: Coordinate the full lifecycle of conferences and seminars, including vendor negotiations, material production, logistics, and budget oversight; organize internal events such as holiday parties, retirement celebrations, and wellness events. Financial Processing and Procurement: Coordinate travel arrangements, prepare reimbursements, manage vendor relationships and supplier records, verify PCard transactions, and prepare purchase requisitions, orders, and contracts. Facilities Oversight: Act as primary contact for health, safety, and general maintenance; coordinate office moves, renovations, and space assignments and manage office supplies inventory and equipment. Communications & Media: Lead administration of division listservs, compose and disseminate documents for reports and events, and maintain content for the division website, LPCH clinical program website, and social media platforms. Faculty Searches: Lead administration of professoriate and clinician educator searches, manage the full recruitment lifecycle, and maintain shared databases for data management and reporting. Staff Development: Assist in training and coaching junior administrative staff, assign and prioritize workflows, set deadlines, and perform quality control to meet divisional standards. Other duties: As assigned. Hourly rate for this position in the California Bay Area is between $39.20 to $45.56 based on commensurate experience and background. Qualifications Proven background in academic medicine supporting faculty and clinicians with expert‑level systems knowledge (e.g., Oracle Financials, QGenda). Ability to manage high‑volume, mission‑critical clinical schedules and execute large‑scale academic conferences. Strong interpersonal skills and ability to anticipate executive needs with sound judgment, discretion, and a proactive service orientation. Exceptional organizational and prioritization skills to meet deadlines amid shifting priorities. Clear and concise written and verbal communication, selecting appropriate modes of correspondence to enhance productivity. Ability to identify operational bottlenecks and independently develop and implement new protocols and solutions. Deep commitment to diversity, equity, and inclusion in adolescent medicine and service to diverse patient and trainee populations. Education & Experience (Required) High school diploma and four years of administrative experience, or combination of education and relevant experience. Knowledge, Skills and Abilities (Required) Advanced computer skills and experience with office software and email applications. Demonstrated success in following through and completing projects. Excellent organizational skills and attention to detail. Strong verbal and written communication skills. Excellent customer service 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. Certifications & Licenses None Physical Requirements Constantly perform desk‑based computer tasks. Frequently sitting with occasional standing/walking, reaching, grasping, and using a telephone. Occasionally lift, carry, push, or pull objects that weigh up to 10 pounds. Rarely twist, bend, stoop, squat, kneel, or crawl. The University will provide reasonable accommodation to an employee with a disability who requires accommodation to perform the essential functions of the job. #J-18808-Ljbffr Stanford University