Administrative Associate 3

The Division of Primary Care and Population Health (PCPH) seeks to serve our community through caring, learning, and innovation for the whole person through all stages of life. While engaged in practice and teaching, our faculty are dedicated to establishing new knowledge as the basis for future practice and prevention, and to the greatest extent possible applying that knowledge to improve care for all and reduce health disparities. Our growing division is seeking a proactive, highly organized Administrative Associate 3 to provide advanced administrative and operational support within the Division of Primary Care and Population Health. The ideal candidate will demonstrate sound judgment, strong attention to detail, and the ability to manage multiple priorities with professionalism and discretion. This role requires strong written and verbal communication skills, confidentiality, and the ability to interact confidently with a wide range of internal and external stakeholders. The successful candidate will be adaptable, team-oriented, and able to problem-solve independently in a dynamic environment. This position will support divisional leadership, research faculty, and program directors by managing complex projects, supporting research administration activities, coordinating divisional programs, and facilitating operational initiatives that advance the Division’s strategic priorities. This position will be in a hybrid environment, frequenting the office 2-3 days a week in Palo Alto, CA. Core Duties : 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. Minimum Education and Experience High school diploma and four years of administrative experience, or combination of education and relevant experience. Knowledge, Skills and Abilities : 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. Excellent 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.