Open Job in Academic & University Administrative Associate, Office of the Chair

Job Number:  77031
Job:  Administration
School of Medicine
Schedule:  Full-time
Job Grade:  F

Stanford University’s Department of Medicine began medical
instruction in 1909 with students receiving their MD degree in 1913. Over the past one hundred plus years we have graduated thousands of
students and have expanded to fourteen divisions. As an academic medical center, we have a tripartite mission (research, education, patient
care). Most importantly, the Department of Medicine is a clinical department focused on human health. Our faculty and staff collaborate to
support a broad spectrum of work from bench scientists doing basic research to educators training the next generation of physicians, to
clinicians caring for patients in the hospital and clinics. We make inquiries at all levels that might translate into taking better care not
only of the individual patients but also for whole populations of patients. In addition, the Department has a long history in computational
science, quantitative science, health services research, informatics and epidemiology. If you would like to be a part of our history and
help move us into the future, we welcome you to consider a career in the Department of Medicine.

The Department of Medicine is
seeking a highly qualified customer service focused individual to join the Office of the Chair. The Administrative Associate to the Vice
Chair (AA3) will provide high-level support under minimal supervision to the Vice Chair of the Department of Medicine. The AA will serve as
the key resource for the Vice Chair and his/her activities while interfacing with senior internal (University and Hospital officials) and
external groups, residents and medical students. 

The Administrative Associate has primary responsibility for managing the
Vice Chair’s schedule, correspondence, and travel. The duties of this position require extensive knowledge of the University, medical school
and hospital/clinical environments as well as knowledge of the Vice Chair’s position and priorities with regard to a wide range of issues.
The AA will independently and expeditiously manage multiple and competing responsibilities and projects where a high degree of judgment and
discretion is required in resolving problems and making recommendations. This is a busy role where each day brings a new set of objectives,
priorities and demands. It requires someone who can exercise absolute discretion and good judgment and can take significant initiative. It
is critical that the successful candidate have a welcoming and highly professional manner while working in a team environment.

This position will function as part of a team of 4 administrators supporting the central office of the chair and vice chairs, providing
back-up and assistance as needed. This position will report to the Director of Administration.

Duties include:

  • 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 working according to Stanford University or sponsors policy and
    procedures; expense and travel reimbursements, vendors and contractor purchase requisitions
  • Act as a part of a professional
    administrative team backing up team members, greeting visitors and providing outmost customer service to the Chair’s office visitors.

* – Other duties may also be 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 required for this position.



  • Bachelor’s Degree and five years of related work experience.
  • Must be able to communicate in a professional manner with individuals at various levels in the organization as well as external
  • Must be able to compose professional memos, reports and letters of recommendation and other correspondence to provide to
    Vice Chair as a template.
  • Multi-tasking capabilities while setting priorities
  • Demonstrated accuracy, thorough
    proofreading and attentiveness to detail with strong follow through.
  • Must have great skills in Microsoft Outlook, Word and Excel as
    well as experience and proficiency with PowerPoint.
  • Must have great skills in Travel Arrangements both domestically and
    internationally along with reimbursement experience
  • Knowledge of Stanford or previous experience in working in a University setting
    is highly desired.
  • Knowledge of Medical terminology is highly desired.


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


  • 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.
  • 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


  • 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

Stanford University is an equal employment opportunity and affirmative action employer and is committed to recruiting and hiring qualified women, minorities, protected veterans and individuals with disabilities.

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