Adm Assoc 2

May 10, 2017
Institution Type
Four-Year Institution

Stanford University

Adm Assoc 2

Job Number:

WORKING JOB TITLE: Administrative Associate DESCRIPTION: The Stanford Distinguished Careers Institute (DCI) at Stanford University is currently seeking a full-time (100%FTE) Administrative Assistant 2 to provide clerical and operational support to the Distinguished Careers Institute (DCI). The DCI program brings 25-35 established leaders to Stanford for a year-long program of intellectual exploration, renewal and preparation for the next phase of their lives. This key role includes scheduling meetings, organizing events (venue/catering) and helping to oversee conferences/colloquia, seminars, meetings of faculty groups, internal and external advisory committees, and campus events. Additional responsibilities include serving as liaison for internal and external vendors and administrators of campus meeting venues, processing and monitoring routine and related financial transactions; maintaining paper and online files and preparing and maintaining spreadsheets. JOB PURPOSE: Provide administrative or operational support working under general supervision. CORE DUTIES*:
  • Respond to inquiries, especially from DCI Fellows and Partners about building matters, keys, D Card, parking and other resources, for instance, and determine and take appropriate action as required. Serve as a resource regarding a defined set of policies and procedures.
  • Perform duties associated with event planning and execution of two events per week, a quarterly colloquium and monthly dinners including scheduling, organizing, and operating, including comparing, recommending and negotiating with internal and external vendors for services, and serving as the first point of contact; responsible for online RSVPs.
  • Draft and/or generate routine communications; coordinate production (formatting, copying, etc.) and dissemination of documents, such as presentations, course handouts, posting speakers' and background readings online, send and report on online evaluations for same, conference and seminar materials including assembling information packets for marketing, prospective faculty speakers, applicants and others, develop and maintain complex reports, spreadsheets, brochures and displays.
  • Plan and schedule Executive Director's and internal and external advisory committees calendar(s) based on consultation, resolve calendaring conflicts, and prepare background materials for these meetings; arrange travel for Executive Director in compliance with unit, university, and sponsor policies.
  • Process and monitor routine financial transactions, which may include researching and resolving discrepancies, especially related to pcard expenses incurred through regular events.
  • Maintain office supplies and equipment; obtain vendor quotations for DCI Community Space and in two DCI administrative office spaces, as needed. Coordinate office moves.
  • May serve as the point of contact for general maintenance, health and safety, and other facility concerns within the unit(s) particularly organize and maintain DCI Community Space and serve as liaison to SLS Facilities (e.g., keys, repair, moves.); report any incidents or potential safety problems to appropriate representatives. Track completion of required training.
  • May guide and train student and/or contingent workers including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, and reviewing work for quality and timeliness for special events.
  • Other duties may also be assigned
MINIMUM REQUIREMENTS: Education & Experience: High school diploma and three years of administrative experience, or combination of education and relevant experience. Stanford administrative experience preferred. Knowledge, Skills and Abilities:
  • Proficient computer skills and demonstrated experience with office software and email/calendar applications.
  • Demonstrated success in following through and completing routine tasks.
  • Strong organizational skills and attention to detail.
  • Strong verbal and written communication skills.
  • Excellent customer service and interpersonal skills.
  • Ability to prioritize and multi-task. 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. WORK STANDARDS:
  • Flexibility in schedule to coordinate and attend evening events.
  • Interpersonal Skills: Demonstrates the ability to work well and be a team player 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,

Job: Administration

Location: Office of the Provost
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.