Administrative Associate

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POST DATE 9/7/2016
END DATE 11/7/2016

Stanford University Stanford, CA

Stanford, CA
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Full Time
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Stanford University

Administrative Associate

Job Number: 72368

The Stanford Center for Sleep Sciences and Medicine in the Department of Psychiatry and Behavioral Science, is comprised of research, clinical and educational programs geared to advance the field of sleep medicine and improve patient care. As the birthplace of sleep medicine, Stanford has driven considerable growth in sleep research and treatment. The center is internationally renowned, and recognized for outstanding patient care and innovative sleep medicine research. We work to improve coordination among the various specialties involved in treating patients with sleep disorders and other sleep issues.

The Administrative Associate in the Division of Sleep Medicine, will provide advanced, complex and diversified administrative support to the Center Director, Division Chief of Sleep Medicine in a dynamic work environment with minimal supervision.

Candidates should be highly organized, extremely detail oriented, and be able to multi-task with ease. The qualified candidate will be able to anticipate the needs of the Center Director, Division Chief and proactively solve problems and/or independently handle issues. Regardless of assignment, the Administrative Associate will be expected to demonstrate strong business judgment, professional etiquette, and exceptional analytic and problem-solving skills. Extraordinary communication skills are needed to interact with a diverse group of faculty, staff, students and other stakeholders.

Duties include:

Act on behalf of the supervisor or department manager in regards to establishing priorities and identifying and resolving problems that are administrative in nature.

Research and/or write background information for meetings. Participate in meetings on supervisor's behalf, inform after the fact.

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 research 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) without prior 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. Make recommendations based on reports.

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 complex office moves. Plan and coordinate routine remodeling and renovations.

Analyze and review material and extract pertinent information for briefing purposes.

Positions at this level also include one or more of the following duties:

In conjunction with financial lead and/or principal investigator, assist with sponsored project research proposal submissions and post award administration.

Responsible for leading the administrative functions of a program or unit.

Perform human resources transactional support and/or faculty affairs support; coordinate or manage the visa process.

Serve as building coordinator.

Oversee or supervise day-to-day work of other administrative or support staff, student and/or temporary workers, including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, reviewing work


BA/BS degree

Project management in a university, research or medical center environment


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


Advanced computer skills and demonstrated experience with office software and email applications.

Proven success in following through and completing projects.

Excellent organizational skills and attention to detail.

Excellent 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.




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.

Job: Administration

Location: School of Medicine: Porter Drive

Schedule: Full-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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