Executive Administrative Associate for MD Admissions (Hybrid)

Stanford University
August 5, 2022
Palo Alto, CA
Job Type


Executive Administrative Associate for MD Admissions (Hybrid)

School of Medicine, Stanford, California, United States


Post Date Jul 21, 2022

Requisition # 95455

Our Purpose

Stanford Medicine is leading the biomedical revolution in precision health. We are transforming health care away from after-the-fact diagnosis to prediction and prevention and away from one-size-fits-all medicine to personalized care that empowers people to lead healthy lives. We are leveraging the art and science of medicine to predict and prevent disease before it strikes and cure it decisively if it does.

To achieve our Precision Health vision, we are integrating, building, and leveraging our strengths in fundamental research, the new field of biomedical data science, and nine transformative biomedical platforms. As a learning health system, we will apply these advances in our hospitals and health care delivery systems within Stanford Health Care and Stanford Childrens Health.

Our Values

Fulfilling our promise to humanity requires the engagement of a diverse, creative, and collaborative team of professionals who work together to advance our research, education, and patient care mission. We strive to create a culture of inclusion and belonging to ensure all employees have the meaningful employment experience that is necessary to do their best work. We value and integrate justice, equity, diversity, and inclusion into all that we do, as reflected by the following initiatives:

The Office of MD Admissions seeks an Executive Administrative Associate to provide administrative support for the Dean of Admissions (DoA) related to their clinical, academic, teaching, and administrative responsibilities. Additionally, the Executive Administrative Associate will lead, manage, and oversee all administrative aspects of the Office of Admissions. It is expected that the candidate in this position will be able to function independently in a fast moving and dynamic environment as well as use a high level of discretion so that the Office of MD Admissions is represented in an appropriate manner. This position is full-time (40 hours/week) and remote/hybrid-friendly.

Duties include:

  • Serve as the key contact and manage the calendars for the DoA to ensure integration among clinical, academic, travel, administrative, and admissions-related activities. Evaluate the importance of meetings and events and sequence activities to optimize the DoAs time, commitments, and priorities. Use good judgment in accommodating scheduling requests, handling potential scheduling conflicts, and prioritizing meetings with key stakeholders.

  • Act on behalf of the DoA to interact with senior faculty, students, internal and external collaborators, vendors, and medical development staff/representatives in a professional and collegial manner. Prioritize what needs to be brought immediately to the DoAs attention. Serve as the DoAs delegate to manage email correspondence and calendars, providing appropriate recommendations and signature authority on their behalf.

  • Research and provide appropriate background information to ensure that the DoA is fully prepared for all scheduled events and meetings. Generate information-rich agendas for Admissions weekly, monthly, and periodic meetings to ensure that deliverable tasks remain on schedule.

  • Manage travel and reimbursement for all travel for the DoA, including travel reservations, conference registrations, ground transportation, and hotel. Review and submit purchase-card, travel-card, and other expense reports. Review and upload invoices for payment. Ensure that DoA and department yearly memberships are current.

  • Maintain and update CV, NIH Biosketches, CAP profile, and other grant support documentation for the DoA. Manage clinical and admissions sensitive data. Discretion and sound knowledge of HIPAA and FERPA guidelines are required so that privacy and confidentiality are maintained.

  • Create, compile, edit, and prepare documents and presentations for MD Admissions activities, such as the Annual Admissions Report for the Faculty Senate; weekly, monthly, and quarterly reports; grant and manuscript submissions; MD Admissions websites; extensive bibliographic databases; and training modules.

  • Prepare logistics for MMI (Multiple Mini Interviews) days, including but not limited to creating schedule documents, reserving space, organizing supplies, transporting supplies, making copies, creating name badges, and organizing applicant folders. Oversee the logistics on interview days with tasks including but not limited to setting up the facilities, managing candidate and interviewer check-in, reconciling reimbursements, etc.

  • Oversee and supervise 2-3 staff members as well as contingent staff who will assist with office operations, maintaining the Admissions annual calendar, managing logistics for MD Admissions events and activities (room reservations, invitations, set-up, catering, etc.), and vendor relations related to procurement and financing.

  • Supervise and manage user database and administrative functions in the MedAdmit system, PeopleSoft, Canvas/Digimedic/LearnMed, etc., to facilitate Admissions personnel (file reviewers, interviewers, MMI raters, committee members) onboarding and training and to generate reports.

* - Other duties may also be assigned.


  • Bachelors degree (or equivalent) preferred; at least 2 years of experience in support of senior level faculty or staff.

  • Excellent written communication, editing, and information gathering skills.

  • Ability to work collegially with faculty, executives, and staff both internal and external to Stanford.

  • Ability to make decisions, present them, and follow through with implementation.

  • Candidate should possess exceptional organizational, analytical, and quantitative skills, good judgment, flexibility, ability to work independently, and supervise and provide direction to office staff.

  • Excellent computer skills. Proficient with Outlook, Word, Excel, and PowerPoint.


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


  • Advanced computer skills and demonstrated experience with office software and email applications.

  • Proven success in following through and completing projects.

  • Excellent organizational skills and attention to detail.

  • Excellent 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.


  • 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.


  • Hybrid work environment. Preferably on-site at least 2 days per week. Depending on the needs of the team may be required to be onsite more frequently.


  • Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clients and with external organizations.

  • Promote Culture of Safety: Demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned.

  • Subject to and expected to comply with all applicable University policies and procedures, including but not limited to the personnel policies and other policies found in the University's Administrative Guide,http://adminguide.stanford.edu.

As an organization that receives federal funding, Stanford University has a COVID-19 vaccination requirement that will apply to all university employees, including those working remotely in the United States and applicable subcontractors. To learn more about COVID policies and guidelines for Stanford University Staff, please visit: https://cardinalatwork.stanford.edu/working-stanford/covid-19/interim-policies/covid-19-surveillance-testing-policy

Our Benefits

  • Market Competitive Compensation : We offer a competitive salary that is commensurate with your relevant work experience.https://cardinalatwork.stanford.edu/benefits-rewards/compensation/staff-compensation

  • Comprehensive Health and Welfare Benefits : On day one of employment, you are eligible for medical, dental, and vision benefits, some at significantly reduced cost for individual coverage, depending on your elections.https://cardinalatwork.stanford.edu/benefits-rewards/health

  • Unmatched Time Away Benefits : You will receive 10 vacation days, up to 3 PTO days, 2 floating holidays, 12 sick days, 10 paid holidays, in your first year of employment. Additionally, we have a 1.5- 2-week annual winter closure.https://cardinalatwork.stanford.edu/benefits-rewards/time-away

  • Unique Education Benefits : This position iseligible for the Tuition Grant Program (TGP), once you have completed five (5) years of continuous benefits-eligible service. The TGPhelps eligible faculty, staff and retirees pay for the cost of undergraduate college education for their eligible children. The program pays all or a portion of college tuition at accredited institutions for up to four years of course work required for an undergraduate degree.

  • Work Life Programs: The Stanford Work Life Office delivers programs and services to help employees manage the competing demands of work, school, family and personal responsibilities.https://cardinalatwork.stanford.edu/benefits-rewards/worklife

  • Stanford Sweeteners: presents the "sweetest" perks and rewards of being affiliated with Stanford, from discounts and incentives to facilities access and professional developmenthttps://cardinalatwork.stanford.edu/benefits-rewards/sweeteners

  • Learn more about the benefits of being a Cardinal! cardinalatwork.stanford.edu/benefits-rewards

Additional Information

  • Schedule: Full-time

  • Job Code: 4104

  • Employee Status: Regular

  • Grade: G

  • Requisition ID: 95455

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