Administrative Associate lll

Additional Notes:
t is a hybrid role that requires a minimum of three to four on-site days per week at our Stanford, California campus. Given the operational nature of this position, candidates must be physically present to support leadership, faculty recruitment visits, programmatic initiatives, and event logistics. As such, candidates must reside in the San Francisco Bay Area to meet the demands of the role.
Additionally, this position supports a fast-paced academic medical center environment and routinely requires managing competing priorities, responding to time-sensitive requests, and coordinating logistics for senior faculty and leadership. 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. Reliable transportation is therefore strongly recommended, as the role may require commuting to campus and between Stanford School of Medicine and Stanford Research Park.

Title:  Administrative and Operations Coordinator (Administrative Associate III)
Location Address: 750 Welch Road, Palo Alto, CA and 1701 Page Mill Road, Palo Alto, CA
Remote/onsite/hybrid:  Hybrid (3 to 4 days on site) and weekend required on Saturday, May 9th, 2026
Duration of project (start and end date): Immediately with opportunity to be hired permanently.
Full time or part time: Full Time.
Number of hours per week: 40 Hours
Shift timing/schedule: 8:30AM to 5:30PM, can discuss with candidate.
Will the resource be working with minors Yes, for our community events and high school research assistants.
How many years of experience are required  Minimum high school diploma and four years of administrative experience, or combination of education and relevant experience. College degree preferred.
Will this role extend or possibly convert to a Stanford FTE Yes, will likely convert to Stanford FTE if candidate performs well and meets job expectations.
Top 3 requirements to hire 
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.

Questions that determine what background check package to run
Is a degree required for this job (this will alert Magnit that an education check is needed)
No; however, at a minimum high school diploma and four years of administrative experience, or combination of education and relevant experience.

Is driving required for this job (this will alert Magnit that a MVR is needed)
The role requires travel between the Stanford Research Park and the Stanford School of Medicine campus, but does not require driving as an essential function. Travel can be completed via shuttle, biking, or other non-driving means. Although, a car is preferred.