Administrative Associate 3 (Remote)

Stanford University, one of Silicon Valley’s largest and unique employers, has immediate openings for Administrative Associates to provide administrative support to faculty at the School of Medicine. Stanford’s mission is to educate future leaders and promote interdisciplinary, world-class research and teaching. This passion makes Stanford an intensely creative and rewarding place to work. This is an excellent opportunity for a highly self-motivated learner willing and eager to take on new challenges in a dynamic and fast-paced environment.

Stanford University is seeking an Administrative Associate to support Michelle Monje, a leading research scientist, physician, and professor in the field of neurology. Dr. Monje is recognized as an international leader in the pathophysiology of glioma and a pioneer in the emerging field of cancer neuroscience. This assistant will serve as the administrative face to Dr. Monje’s engagement with many organizations, including her contributions as a Howard Hughes Medical Institute (HHMI) Investigator, MacArthur Foundation Fellow, leader of the Monje Lab, associate director of the Stanford Center for Cancer Cell Therapy for neuro-immuno-oncology, and director of neuro-oncology research in the Department of Neurology. Dr. Monje has led several of her discoveries from basic molecular work to clinical trials for children and young adults with brain tumors, including a promising clinical trial of CAR T cell therapy for DIPG and diffuse midline gliomas. This assistant will also provide limited administrative support to the clinicians and program manager of Dr. Monje’s lab members and neuro-immuno-oncology team.

Dr. Monje is an incredibly busy scientist, physician and leader who works to improve understanding of and treatment for diseases of the brain and spinal cord, especially childhood brain cancers. The candidate must exhibit exceptional organization skills; pay attention to detail; demonstrate strong verbal and written communication; show appropriate initiative and utilize judgment that is informed by an awareness of Dr. Monje’s priorities when organizing meetings and making travel arrangements; and operate in a professional manner, using sound and effective judgment to prioritize administrative efforts. The candidate should also monitor administrative progress, identify bottlenecks and performance improvement opportunities, and make actionable recommendations to provide the fullest level of support to Dr. Monje. The ideal candidate has the desire and ability to become a crucial member of Dr. Monje’s team over a long period of service.

To read more about Dr. Monje and her research program, see

Duties include:

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.
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.
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.
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.
Coordinate and monitor routine maintenance services completion. Plan and coordinate office moves and/or minor renovation projects.
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.

  • – Other duties may also be assigned.


Prior work experience in academic health care setting.
Prior experience with Stanford on-line ordering and financial reporting system.
Knowledge of medical terminology.
Interest in a long term administrative position.


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


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.
Ability to handle highly confidential material and provide a highly professional, courteous and efficient point of contact.
Must be able to work in a fast-paced environment.


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.