Adminstrative Associate

Avispa Technology•Stanford, CA

18h•$40 - $40•Hybrid

About The Position

The School of Medicine of a leading university is looking for an Administrative Associate to support their fast-paced academic medical center environment. The candidate will support senior faculty and leadership, and oversee faculty recruitment visits, programmatic initiatives, and event logistics. The candidate will be skilled at managing competing administrative priorities and responding to time-sensitive requests.

Requirements

Minimum high school diploma and four years of administrative experience, or combination of education and relevant experience.
Independent prioritization, judgment, and execution in a high-ambiguity environment: Demonstrated ability to manage competing priorities, act on behalf of leadership in prioritizing requests and communications, coordinate high-level faculty recruitment logistics, and independently move administrative and operational tasks forward with minimal supervision in a fast-paced academic medical setting.
Resilience and professionalism under frequent change: Ability to respond constructively to last-minute revisions, remake deliverables as needed, and maintain discretion and professionalism when supporting confidential faculty recruitment processes, leadership calendars, and complex event or meeting logistics.
Operational accountability for time-sensitive administrative, financial, and programmatic workflows: Proven track record of managing logistics, reimbursements, travel, ideally grant-related materials (e.g., NIH Biosketches, PIFs), and other administrative processes accurately and within deadlines, with strong ownership of follow-through and ability to support programmatic initiatives, interdisciplinary meetings, and staff coordination.
Reliable transportation is strongly recommended, as the role may require commuting to campus and between the School of Medicine and Research Park.
Must be available to work onsite 3-4 days per week Monday to Friday and on Saturday, May 9th.
Standard schedule is Monday to Friday from 8:30am to 5:30pm PT.
Occasional early start times or late end times may be required to accommodate faculty recruitment visits, center research events, or institutional deadlines.
Periodic weekend availability may also be needed to support the planning and coordination of our annual IBD/Celiac community engagement event with patients, families, and community members.

Nice To Haves

College degree preferred.

Responsibilities

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
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.
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.
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.
May lead staff or supervise day-to-day work of student and/or temporary workers, including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, reviewing work for quality and timeliness, and providing performance review input.