Senior Administrative Associate

Senior Administrative Associate School of Medicine, Stanford, California, United States Thank you for your interest in Stanford University. While we have instituted a hiring pause for non-critical staff positions, we are actively recruiting for the positions currently listed on our careers page.

Please note:

The application portal will be offline for maintenance from May 7 at 7 PM to May 8 at 3 AM (PT). Job Summary

DATE POSTED

May 07, 2026 SCHEDULE Full-time

JOB CODE

4098 EMPLOYEE STATUS Regular GRADE F DEPARTMENT URL REQUISITION ID 109140 WORK

ARRANGEMENT

Hybrid Eligible The Division of Pediatric Critical Care at Stanford University is seeking an Administrative Associate 3 to provide executive-level administrative and operational support with limited supervision. The incumbent will support the Medical Director, department program, and other divisional faculty. She is expected to intuitively translate incoming requests and indirect requirements into achievable goals; she will create systems and processes through which objectives are met in a timely manner and with the highest quality. This hybrid role is on-site 2- 3 days per week. The Division is a growing team, including long-tenured faculty, staff, and leadership. The division's activities reach all parts of the mission: patient care, education, and research. The AA3 will have a great deal of exposure to all of these areas and will be communicating with a broad range of individuals at the executive level, both internally and externally. Within the Division, there is a strong operations team of about 30 people. We are a supportive group that prioritizes well-being, with many team events and opportunities for professional development and personal growth. We value balancing home and work life. We foster an environment that leads to fulfilling and rewarding careers at Stanford University for all staff. The AA3 will also be part of the Department of Pediatrics, the second-largest Department in the School. The Department hosts many events and training opportunities and is a place where staff are nurtured. Please check out our website and social media channels below. Division website 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 andor 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, andor ensure accuracy of content in various unit documents, displays, reports, brochures, social media, andor 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 andor 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 andor vendor selection. Coordinate and monitor routine maintenance services completion. Plan and coordinate office moves andor minor renovation projects. May lead staff or supervise day-to-day work of student andor temporary workers, including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, reviewing work for quality and timeliness, and providing performance review input.

• - Other duties may also be assigned Stanford University provides pay ranges representing its good faith estimate of what the University reasonably expects to pay for a position.

The pay offered to a selected candidate will be determined based on factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, geographic location, and external market pay for comparable jobs. The pay range for this position working in the California Bay area is $39.20 - $45.56.

EDUCATION & EXPERIENCE

(REQUIRED): High school diploma and four years of administrative experience, or combination of education and relevant experience.

KNOWLEDGE, SKILLS AND ABILITIES

(REQUIRED): 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

PHYSICAL REQUIREMENTS

• : • Constantly perform desk-based computer tasks.

• Frequently sitting.
• Occasionally standwalk, reachwork above shoulders, grasp lightlyfine manipulation, grasp forcefully, use a telephone, sortfile paperwork or parts, liftcarrypushpull objects that weigh up to 10 pounds.
• Rarely twistbendstoopsquat, kneelcrawl.
• - 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.