Adm Assoc 3
Adm Assoc 3
Job Number: 74865
WORKING JOB TITLE: Special Assistant to Founding Director DESCRIPTION: The Stanford Distinguished Careers Institute (DCI) at Stanford University is currently seeking a full-time (100%FTE) Administrative Assistant 3 to provide complex administrative, programmatic and operational support to the DCI Founding Director, in particular, and to the DCI program. 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. (1/3) This key role coordinates and supports the Founding Director's busy calendar of external and internal meetings with University leaders and faculty, applicants, conference calls, etc., preparation of travel materials for complex domestic and international travel and associated financial transactions. (2/3) This role also has program coordination and ownership of the admissions and onboarding process of new fellows including logging applications, scheduling interviews with applicants and references, tracking applicants and outcomes, maintaining documents of record, and managing correspondence with applicants, including acceptance letters. Additionally, this position serves as a liaison to the Offices of the Registrar (University and GSB), Student Financial Services, Bechtel International Center, as well as other members of the DCI team for incoming DCI Fellows and Partners. This position serves as the first point of contact for the incoming class of fellows. Note: Not all unique aspects of the job are covered by this job description JOB PURPOSE: Provide complex administrative or operational support with minimal supervision. May be responsible for overseeing other administrative staff or subordinates. CORE DUTIES*:
- Plan and schedule calendar(s) without prior consultation, resolve calendaring
conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
- 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.
- Responsible for leading the administrative functions, (i.e., Admissions process for applicants and onboarding once fellows/partners are accepted) of DCI.
- Manage the visa process.
- Oversee or supervise day-to-day work of other administrative or support staff, student and/or temporary workers, including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, reviewing work for quality, timeliness, and providing performance review input.
- Create complex reports and spreadsheets which may utilize specialized software and systems. Make recommendations based on reports.
- Compose and draft documents and correspondence for presentations, course handouts, grants, conferences, seminars, and reports. Create, maintain, modify, and/or ensure accuracy of content in various unit documents, displays, reports, brochures, social media, and/or websites.
- 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.
- * Other duties may also be assigned
- 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. 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.
- 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, http://adminguide.stanford.edu.
Location: Office of the Provost
To be considered for this position please visit our web site and apply on line at the following link: stanfordcareers.stanford.edu
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.