"Administrative Associate 3 at 97.5% 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.

Duties include:

• 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 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 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.

DESIRED QUALIFICATIONS:

EDUCATION & EXPERIENCE (REQUIRED):

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

KNOWLEDGE, SKILLS AND ABILITIES (REQUIRED):

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

CERTIFICATIONS & LICENSES:

None

PHYSICAL REQUIREMENTS*:

• Constantly perform desk-based computer tasks.
• Frequently sitting.
• Occasionally stand/walk, reach/work above shoulders, grasp lightly/fine manipulation, grasp forcefully, use a telephone, sort/file paperwork or parts, lift/carry/push/pull objects that weigh up to 10 pounds.
• Rarely twist/bend/stoop/squat, kneel/crawl.

* - 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 his or her job.

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 at stanfordelr@stanford.edu. For 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.*