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Administrative Associate 3

Company: Stanford Medicine
Location: San Bruno
Posted on: June 17, 2022

Job Description:

We are seeking an experienced Administrative Associate to support neurosurgery faculty who specialize in treating adult patients with malignant and benign tumors, including glioma, brain metastases, meningioma, vestibular schwannoma, and pituitary adenomas. The research lab seeks greater understanding of the genetic and epigenetic mechanisms driving tumorigenesis and disease progression in malignant brain tumors. We currently study the capacity of cellular and cell-free nucleic acids to inform cancer biology and response to therapy. We also use single cell and cell subtype-specific transcriptomics to identify and target malignant cancer cells, mechanisms of tumor migration, and to stop tumor growth. The laboratory is a unique and collaborative working environment, engaged in a dynamic research environment at Stanford. The laboratory space lies at the heart of the Stanford campus between the core campus and the medical facilities, emblematic of the translational aspects of our work.

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; produce, monitor, and reconcile budget statements; research, identify, and resolve discrepancies. May assist with capital or special equipment requests and/or vendor selection.
  • Coordinate and monitor routine maintenance services completion. Plan and coordinate office moves and/or minor renovation projects.
    - Other duties may also be assigned

    • Experience with research administration, especially the pre-award process of grant and contract proposal preparation, submission, policies and procedures.
    • Knowledge of NIH and other federal agencies, foundation regulations and proposal requirements.
    • Knowledge and experience with an academic research setting
    • Demonstrated ability to be organized and flexible in an environment, which requires continuous monitoring of priorities.
    • Collaborative with strong interpersonal skills
    • Willingness to learn and be a self-starter
    • Willingness to take on new challenges and openness to change.
    • Knowledge and ability to understand, interpret, and communicate university policies and procedures.
    • Excellent analytical skills; demonstrated proficiency in Excel and web-based tools.
    • Strong accounting skills; knowledge of accounting principles.
    • Ability to complete Cardinal Curriculum I and II within first year in role.
    • Knowledge of procurement needs, including sole-sourcing, cost analyses, vendor requirements, and small business reporting.
    • Extreme attention to detail.
    • Ability to work well independently, but also to seek or offer assistance when needed.
    • Excellent time management and organizational skills.


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

      • 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 Guide,
            As an organization that receives federal funding, Stanford University has a COVID-19 vaccination requirement that will apply to all university employees, including those working remotely in the United States and applicable subcontractors. To learn more about COVID policies and guidelines for Stanford University Staff, please visit

            Additional Information
            • Schedule: Full-time
            • Job Code: 4103
            • Employee Status: Regular
            • Pay Grade: F
            • Department URL:
            • Requisition ID: 93163 As an organization that receives federal funding, Stanford University has a COVID-19 vaccination requirement that will apply to all university employees, including those working remotely in the United States and applicable subcontractors. To learn more about COVID policies and guidelines for Stanford University Staff, please visit

Keywords: Stanford Medicine, San Bruno , Administrative Associate 3, Administration, Clerical , San Bruno, California

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