Administrative Associate – FTE

Stanford University is seeking an Administrative Associate 3 at 97.5% FTE to provide complex executive-level administrative and operational support with minimal supervision to Professor Garry Nolan, an internationally recognized scientific leader whose research program has global visibility and impact.

This role operates in a highly dynamic and globally engaged research environment requiring independent judgment, discretion, and strategic prioritization. The Administrative Associate 3 serves as the primary liaison between Professor Nolan, the Nolan Lab, Stanford departments, sponsors, and international collaborators.

• Serve as the primary administrative contact for internal and external stakeholders, determining appropriate responses, exercising discretion, and routing information in alignment with strategic priorities.
• Draft and manage professional correspondence and official communications that reflect the visibility and reputation of the faculty member and institution.
• Independently manage a highly complex executive calendar, exercising sound judgment to prioritize requests based on strategic alignment, research impact, institutional representation, and external commitments.
• Manage all scheduling communications, acknowledging requests within 24 hours, setting expectations for follow-up, and independently determining appropriate timelines without direct supervision.
• Maintain and strategically update faculty biosketches, publications, honors, keynote engagements, and other public-facing materials to ensure accuracy and alignment with current research achievements and recognitions.
• Prepare, coordinate, and submit required grant and program documentation, ensuring accuracy, completeness, compliance, and adherence to sponsor and institutional deadlines.
• Manage administrative actions related to publications and journals, including online approvals, required documentation, and correspondence with publishers and sponsors.
• Coordinate high-profile invited lectures, advisory board meetings, scientific conferences, and other globally visible engagements where the faculty member represents Stanford University.
• Independently coordinate highly complex domestic and international travel involving multi-country itineraries, keynote lectures, advisory roles, award ceremonies, and global conferences, ensuring compliance with University and sponsor policies while assessing feasibility and logistical risk.
• Maintain and update the Nolan Lab website, ensuring content accuracy, timeliness, and alignment with current research activities and institutional standards.
• Other duties may also be assigned.

The job duties listed are typical examples of work performed by positions in this job classification and are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks, and responsibilities. Specific duties and responsibilities may vary depending on department or program needs without changing the general nature and scope of the job or level of responsibility.

Employees may also perform other duties as assigned.

The expected pay range for this position is $39.20 to $45.56 per hour.

Stanford University provides pay ranges representing its good faith estimate of the salary or hourly wage the university reasonably expects to pay for a position upon hire. 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.

At Stanford University, base pay represents only one aspect of the comprehensive rewards package.

The Cardinal at Work website ((Use the "Apply for this Job" box below).) provides detailed information on Stanford’s extensive range of benefits and rewards offered to employees. Specifics about the rewards package for this position may be discussed during the hiring process.

Consistent with its obligations under the law, the University will provide reasonable accommodations to applicants and employees with disabilities. Applicants requiring a reasonable accommodation for any part of the application or hiring process should contact Stanford University Human Resources  all other inquiries, please submit a contact form.

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.

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

• Advanced computer skills and demonstrated experience with office software and email applications.
• Demonstrated success in…