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Administrative Associate (50% FTE)

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POST DATE 9/2/2016
END DATE 11/2/2016

Stanford University Stanford, CA

Stanford, CA
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Full Time
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Stanford University

Administrative Associate (50% FTE)

Job Number: 72313

The Stanford Center for Clinical Research (SCCR), in collaboration with the Stanford Departments of Medicine and Radiology, is conducting one of the largest, most innovative, longitudinal studies in association with a leading Silicon Valley tech company and multiple high-profile academic partners. SCCR is seeking to hire multiple Administrative Associates to support this exciting new study.

SCCR provides infrastructure and research support to clinical research investigators and staff throughout the Department. Its mission is to promote high-quality, globally impactful clinical research to improve human health by working collaboratively within Stanford University and its affiliates.

The Administrative Associate will set the stage for a positive and exciting environment as the first person to greet and welcome all research participants upon arrival at the study site. He/she will work in a dynamic atmosphere and as part of a large team in a supportive environment. He/she will work closely with fellow administrative associates, clinicians, clinical research coordinators and assistant clinical research coordinators to ensure an optimal flow of participants throughout the day. The Administrative Associate is required to have the ability to multi-task in a high-energy environment and work under the direction of their supervisor. A flexible work schedule, outstanding organizational skills, attention to detail, team-oriented, and masterful communication skills that allow for high-level interactions with a diverse academic and medical community are required in a successful candidate.

Candidates who are interested in flexible and alternative schedules are encouraged to apply. Note a full-time opportunity is also available for this role.

Duties include:

Greet visitors and route them to appropriate individuals, answer phones, and serve as a resource on unit procedures and general inquiries.
Disseminate routine communications such as memos, notices, emails, and letters.
Perform office duties including, but not limited to, handling of incoming and outgoing mail, entering data into basic tables, reports, or spreadsheets, making copies, and monitoring and ordering of office supplies.
Track facility and/or office equipment, such as keys, vehicles, and projectors, via logs, and schedule repairs as needed.
Review invoices for accuracy, and initiate purchase requisitions.
Arrange meetings and assist with routine conferences including scheduling rooms, managing equipment, ordering meals and assembling materials.
May make travel arrangements as directed in compliance with unit, university, and sponsor policies.
Create and maintain files and filing systems.
Setup office spaces and/or support coordination of basic office moves.
May provide guidance to temporary and student employees on routine matters.
Liaise with internal and external vendors.
Troubleshoot building and participant related issues.

* - Other duties may also be assigned


Four-year college degree, experience in an academic/medical setting, and prior Stanford experience. Bilingual (Spanish preferred).


High school diploma or equivalent and 1-2 years of administrative experience, or combination of education and relevant experience.


Basic computer skills and demonstrated experience with office software and email applications.
Ability to follow through and complete assigned tasks.
Strong organizational skills and attention to detail.
Strong verbal and written communication skills.
Excellent customer service and interpersonal skills.


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.


Position may at times require the employee to be in areas containing hazardous materials and/or chemicals, blood, body fluid or tissues
May require extended or unusual work hours (including occasional Saturdays) based on research requirements and business needs


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,

Job: Administration

Location: School of Medicine

Schedule: Part-time

Classification Level:

To be considered for this position please visit our web site and apply on line at the following link:

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

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