Administrative Associate 2 – MSD, Vice Chairs & Special Programs Jobs in Stanford, CA at Stanford University

Title: Administrative Associate 2 – MSD, Vice Chairs & Special Programs

Company: Stanford University

Location: Stanford, CA

Stanford University, Department of Anesthesiology, Pain, & Perioperative Medicine is seeking an Administrative Associate 2 to provide administrative or operational support working under general supervision. This position will work in the Administrative Office for the department, supporting department administrative functions, as well as supporting the Multi-Specialty Division. The department is an internationally recognized center for the delivery of anesthesia, pain management, and critical care services to adults at Stanford Health Care, and for children at the Lucile Packard Children’s Hospital at Stanford. There are 180 faculty and 120 staff in the department, all contributing to the School of Medicine core mission to support research, education, and patient care.

Duties include:

Provide administrative support to Vice Chairs and Faculty involved with Special Programs
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; obtain vendor quotations, as needed. Coordinate office moves.
Report any incidents or potential safety problems to appropriate representatives. Track completion of required training.
Maintain approved content on divisional website and google docs.
May guide and train other staff including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, and reviewing work for quality and timeliness.

– Other duties may also be assigned

EDUCATION & EXPERIENCE (REQUIRED): 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 multi-task.


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.