Administrative Associate 3 at Stanford University in Stanford, CA

Perform a variety of administrative duties which may include reception duties, creating and editing communications, documents, reports and spreadsheets, scheduling and/or coordinating meetings, making travel arrangements, managing or maintaining office operations, performing employment and financial transactions.

Stanford University is seeking an Administrative Associate 3 to provide administrative or operational support with limited supervision. May be responsible for leading other administrative staff or subordinates.

Duties include:

• Support clinical operations and scheduling for the Division, including maintaining and updating provider schedules in the Qgenda system across inpatient, outpatient, and procedural services.
• Coordinate faculty scheduling and calendar management for an assigned portfolio (up to 8 faculty), ensuring alignment with clinical coverage plans, divisional priorities, and multi-site operations across North Bay, East Bay, and South Bay.
• Assist with clinical deployment tracking and reporting, including maintaining scheduling data, generating routine reports, and supporting analysis related to clinic utilization, coverage, and faculty effort (FTE).
• Partner with the Clinical Operations Manager and Finance Manager to ensure accuracy and alignment between scheduling, labor distribution, and faculty funding, including tracking updates and assisting with reconciliation of operational and financial data.
• Serve as a first point of contact for scheduling and operational inquiries, triaging requests and resolving routine issues while escalating more complex matters as appropriate.
• Support onboarding of new faculty, including scheduling setup, Qgenda training, and coordination of operational logistics across clinical sites.
• Assist with coordination of multi-site clinical operations, ensuring timely communication and alignment across Stanford Children’s Health locations and outreach sites.
• Coordinate end-to-end faculty recruitment logistics in partnership with Academic Affairs and the search committee, including monitoring the applicant tracking system, serving as the primary administrative contact, scheduling first- and second-round interviews, drafting/distributing itineraries, and managing day-of logistics (rooms/AV, meals, tours)
• Arrange candidate travel and lodging through approved systems and process related expenses and reimbursements in accordance with policy; collect interviewer feedback via survey, maintain confidential search documentation, and provide routine status updates to committee leadership.
• Participate in a shared administrative rotation to support in-office operations.
• 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, 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.
• 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.
• 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

Responsibilities

Core Duties:

• 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, 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.
• 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.
• 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.

Minimum Education andExperience

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

Knowledge, Skills and Abilities:

• Advanced computer skills and demonstrated experience with office software and email applications.
• Demonstrated success in following through and completing projects.
• Excellent organizational skills and attention to detail.
• Excellent 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.