Administrative Associate 3

May 09, 2017
Institution Type
Four-Year Institution

Stanford University

Administrative Associate 3

Job Number:

Note: Not all unique aspects of the job are covered by this job description Program Summary Stanford Pre-Collegiate Studies (SPCS) is the home of academic programs, both residential and online, that advance the education of academically talented and intellectually curious pre-college students worldwide.

The offerings of SPCS include the Stanford Online High School and a diverse array of academic enrichment programs that take place on the Stanford campus during the summer, such as the Summer Institutes, Stanford University Mathematics Camp (SUMaC), Stanford Summer Humanities Institute, the Summer Arts Institute, Stanford Medical Youth Science Program and others. In addition to summer residential programs, the department administers a number of school year enrichment programs including the Stanford Math Circle, Stanford Science Circle, and Stanford Pre-Collegiate Science Conference.

These programs serve students who are academically talented, motivated, and curious, and who are eager to share in an academically challenging and rewarding educational experience with others who value intellectual vitality and the enjoyment of learning. More information is available at

This Administrative Associate position is responsible for general support for the central offices in Stanford Pre-Collegiate Studies, which include Marketing, the Executive Office, Human Resources, and Finance.

Job Purpose Provide administrative and operational support with limited supervision.

Core Duties*
  • Act on behalf of the supervisor or department manager to establish 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 events within budget. Includes planning department Holiday Party, monthly teas and professional conferences sponsored by SPCS.
  • 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 and university policies.
  • Create 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. Process travel expenses, purchase order requisitions and P-card transactions. Contribute to vendor selections, arrangements, and scheduling. For example, the associate will work closely with printing and mailing service vendors. Track event expenses.
  • Coordinate and monitor routine maintenance services completion and unexpected building issues. Plan and coordinate office moves and/or minor renovation projects. Facilitate office moves and restructuring. This position will serve as a Building Manager, overseeing a range of building needs including mail sorting, equipment maintenance, kitchen supplies and maintenance, and scheduling and use of conference rooms.
  • 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 MINIMUM REQUIREMENTS Education & Experience High school diploma and four years of administrative experience, or combination of education and relevant experience.

    Visa sponsorship is not available for this position. All candidates must be eligible to work in the U.S.

    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.
  • 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 and 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.

    • May work extended hours to support events.
    Work Standards
  • 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, APPLICATION REQUIREMENTS All applicants must submit a current resume and a cover letter summarizing their interest in the position and experience with the core duties described in the job posting.

    Stanford University provides equal employment opportunity for all applicants regardless of race, religious creed, sex, age, sexual orientation, veteran status, or any other trait or status protected by applicable law.

    Job: Administration

    Location: Stanford Pre-Collegiate Studies
    Schedule: Full-time
    Classification Level:

    To be considered for this position please visit our web site and apply on line at the following link:

    Stanford is an equal opportunity employer and all qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.


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