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Stanford University Administrative Associate (Float) (FTE: 75%) in Stanford, California

Administrative Associate (Float) (FTE: 75%)

School of Medicine, Stanford, California, United States


Post Date Sep 06, 2022

Requisition # 95724

Stanford University Department of Medicine Chair’s Office is looking for a part-time, benefits-eligible floating Administrative Associate (Administrative Associate 2). As a floating Administrative Associate, this position will provide a variety of administrative support to divisions throughout the Department of Medicine. The length of each “float” assignment will vary depending on the needs of the specific workgroup. Our hire will have the opportunity to learn more about the programs and research supported by the Department of Medicine and as positions open up, have the opportunity to apply for a position in the division that best supports her/his personal and professional interests.

The Floating Administrator will have some administrative associate experience in a highly professional setting and the ability to work independently and in a team environment wearing many different hats. The position will function as a part of a Central Office team reporting to the Director of Administration who is passionate about working as a team and professional development

The Stanford Department of Medicine is committed to setting the highest standards for patient care, ground-breaking biomedical research, professional education, teaching, and training. We are devoted to advancing the science of medicine by developing new methods to prevent, diagnose, and treat all aspects of human disease and strive to provide compassionate and pioneering health care.

For more information about the department visit:http://medicine.stanford.edu/

To view Stanford Universities benefits, visit:https://cardinalatwork.stanford.edu/benefits-rewards

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, complex 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.

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.

In order to be considered for this position, please attach both a cover letter and a resume to the application. The cover letter should include position number and three examples of work-related experiences that demonstrate skills desired for this position.


  • Desire to work in an academic environment.

  • Experience with calendaring, scheduling and event planning.

  • Analytical experience with purchasing and reimbursements for a large corporation.

  • Strong organizational skills and attention to detail.

  • Demonstrated willingness to learn and work well with others.


  • 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 multitask.


  • 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,http://adminguide.stanford.edu.

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 andunique perksempower 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.

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.

As an organization that receives federal funding, Stanford University has a COVID-19 vaccination requirement that will apply to all university employees, including those working remotely in the United States and applicable subcontractors. To learn more about COVID policies and guidelines for Stanford University Staff, please visit:https://cardinalatwork.stanford.edu/working-stanford/covid-19-guide/interim-policies/covid-19-vaccination-and-surveillance-testing

Additional Information

  • Schedule: Part-time

  • Job Code: 4102

  • Employee Status: Regular

  • Grade: E

  • Requisition ID: 95724