Administrative Associate 3

The Division of Adolescent Medicine is seeking a highly skilled and proactive Administrative Associate 3 to provide comprehensive administrative and operational support. As a key partner to our faculty, trainees, and staff, you will manage the complex workflows that fuel our mission of clinical excellence, groundbreaking research, and community advocacy for young people.

Our Division is a dedicated, tight-knit group of 12 faculty (3 Research; 9 Clinician Educators), 3 fellows, and professional staff. We are deeply mission-driven, providing compassionate inpatient and outpatient care, conducting life-changing research, and training the next generation of leaders through our fellowship and residency programs. Our work focuses on safeguarding young people during the most transformative—and often most vulnerable—window of their lives. By operating at the critical intersection of identity, biology, and future trajectory, we provide life-saving interventions in areas such as youth sexual health, gender-affirming care, and the treatment of eating disorders and substance use. We serve as a vital safety net for the Bay Area through our Teen Van, providing health services to uninsured and unhoused youth to ensure every young person has the support they need to thrive into adulthood.

The ideal candidate is a proactive professional who thrives in the dynamic heart of academic medicine. You are a master of organizational agility, effortlessly pivoting through shifting priorities while identifying smart, independent solutions to enhance our operational landscape. As an enthusiastic communicator with a “can-do” spirit, you use critical thinking and discretion to anticipate needs before they arise, ensuring our mission areas are seamlessly supported. Most importantly, you bring a warm, service-oriented heart and a deep commitment to equity, helping to make a tangible impact on the diverse communities we serve.

Duties include:

·        Executive Support: Manage the Division Chief’s complex calendar. Serve as a primary point of contact for Adolescent Medicine faculty, trainees, and staff regarding Division, Department, School, and University-level policies and procedures.

·        Clinical Scheduling: Oversee and perform complex scheduling duties for Adolescent Medicine clinician faculty and fellows using QGenda; manage pediatric resident scheduling to ensure seamless medical education coverage.

·        Meeting Management: Facilitate division-level meetings and retreats, including room/Zoom logistics, agenda preparation, minutes, recordings, and catering.

·        Event Management: Coordinate the full lifecycle of conferences and seminars, including vendor negotiations, material production, logistics, and budget oversight. Organize internal events such as holiday parties, retirement celebrations, and wellness events, ensuring alignment with divisional culture and budget.

·        Financial Processing and Procurement: Coordinate travel arrangements and prepare travel reimbursements in compliance with University and sponsor policies. Manage vendor relationships and supplier records. Verify and prepare PCard transactions. Prepare purchase requisitions, purchase orders, and contracts. Process honoraria for external partners.

·        Facilities Oversight: Act as the primary point of contact for health, safety, and general maintenance. Coordinate office moves, renovations, and space assignments. Manage office supplies inventory and equipment, including CardinalPrint.

·        Communications & Media: Serve as the lead administrator for the Division’s listservs. Compose and disseminate documents for reports and events. Maintain and update content for the Division website, LPCH clinical program website, and social media platforms.

·        Faculty Searches: Serve as the lead administrator for professoriate and clinician educator searches. Manage the full recruitment lifecycle, including coordinating committee meetings, overseeing complex interview itineraries, providing high-touch onsite support for candidates, and maintaining shared databases for data management and reporting.

·        Staff Development: Assist in the training and coaching of junior administrative staff. Assign and prioritize workflows, set deadlines, and perform quality control on work products to ensure divisional standards are met.

* - 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 hourly rate for this position working in the California Bay area is between $39.20 to $45.56 based on commensurate experience and background.

Desired Qualifications:

·        A proven background in academic medicine supporting faculty and clinicians through expert-level systems knowledge (e.g., Oracle Financials, QGenda), an ability to manage high-volume, mission-critical clinical schedules, and a track record of executing large-scale academic conferences from initial conception through final budget reconciliation.

·        Strong interpersonal skills and the ability to anticipate executive needs, demonstrating sound judgment, professional
discretion, and a proactive, service-oriented approach.

·        Exceptional organizational and prioritization skills with the ability to meet deadlines amidst shifting priorities.

·        Clear and concise written and verbal communication, including sound judgment to select the appropriate mode and timing for correspondence (email, phone, or instant messaging) to enhance productivity while working in a hybrid capacity.

·        Ability to identify operational bottlenecks and independently develop and implement new protocols and solutions.

·        A deep commitment to diversity, equity, and inclusion, particularly in the context of Adolescent Medicine and serving diverse patient and trainee populations.