Administrative Associate

Stanford University is seeking an Administrative Associate 3 to provide administrative or operational support with limited supervision. The position may include leading other administrative staff or subordinates.

• Act on behalf of the supervisor, department manager, or chair in establishing priorities and resolving administrative problems.
• Oversee and perform duties related to scheduling, organizing, and operating complex conferences, seminars, and events, including vendor coordination, material production, logistics, and budget management.
• Compose and draft documents and correspondence for presentations, course handouts, grants, conferences, seminars, and reports; perform substantial editing and fact‑checking; create and maintain content for unit documents, displays, reports, brochures, social media, and websites.
• Plan and schedule calendars, resolve conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
• Create complex reports and spreadsheets using specialized software and systems.
• Oversee and process complex financial transactions; produce, monitor, and reconcile budget statements; research, identify, and resolve discrepancies; assist with capital or special equipment requests and vendor selection.
• Coordinate and monitor routine maintenance services, plan office moves, and minor renovation projects.
• Assist with training all new administrative hires, including onboarding, reimbursements, ordering, and event planning.
• Other duties may also be assigned.

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

• Advanced computer skills and 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 exercise sound judgment independently in making decisions.

• Constant desk‑based computer tasks.
• Frequently sitting.
• Occasionally standing/walking, reaching above shoulders, fine manipulation, forceful grasping, using a telephone, sorting/file paperwork or parts, lifting/carrying/pushing/pulling objects up to 10 pounds.
• Rarely twisting, bending, stooping, squatting, kneeling, or crawling.
• 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 the position.

• Demonstrates the ability to work well with Stanford colleagues and clients and external organizations.
• Promotes a culture of safety by communicating safety concerns and using safe behaviors.
• Complies with all applicable University policies and procedures, including but not limited to those found in the University's Administrative Guide.

• Schedule:
  
  Full‑time
• Job Code: 4098
• Employee Status:
  Regular
• Grade: F
• Requisition
• Work Arrangement:
  Hybrid Eligible

Stanford is an equal employment opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law.