Administrative Associate

Location
Stanford
Posted
May 26, 2017
Institution Type
Four-Year Institution


Stanford University

Administrative Associate

Job Number:
75089

Note: Not all unique aspects of the job are covered by this job description


The Stanford University Graduate School of Education (GSE) is a top ranked school of education, known for its prestigious faculty, rigorous graduate degree programs, and its impact on the quality of education across the world. The GSE is committed to developing leaders in education research, practice and policy. Our community includes over 60 faculty, 400 students, 200 staff, 8,000 alumni and countless people from the local and global communities we work with and impact. The work environment in the Dean's office is dynamic, fast-paced, and energetic. Our administrative support team are critical to the operations of the Dean's office and the GSE as a whole. The team works together to solve problems and the GSE is committed to providing development opportunities for career growth beyond the role.


JOB PURPOSE:


Provide administrative or operational support working under general supervision.


CORE DUTIES*:

  • May manage front desk and serve as first point of contact for public, faculty, prospective students, staff, etc.
  • Provide administrative support for up to 9 faculty and/or programs. And provide administrative support to Associate Dean for Administration and Finance and other senior staff.
  • Respond to inquiries, and determine and take appropriate action as required. Serve as a resource regarding a defined set of policies and procedures.
  • Perform duties associated with scheduling, organizing, and operating conferences, seminars, and events, including recommending vendors for services, overseeing the production and distribution of materials, coordinating logistics, and serving as liaison with internal and external vendors.
  • Draft and/or generate routine communications; coordinate production (formatting, copying, etc.) and dissemination of documents, such as presentations, course handouts, grant proposals, conference and seminar materials, complex reports, brochures, and displays.
  • Plan and schedule calendar(s) based on consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
  • Process and monitor routine financial transactions, which may include researching and resolving discrepancies.
  • Maintain office supplies and equipment; obtain vendor quotations, as needed. Coordinate office moves. Keep kitchen tidy and stocked, make coffee as needed, order snacks for meetings, set up new community members with mailboxes and name cards/door signs.
  • Assist HR and Dean's Office staff with event planning (happy hours, staff lunches, staff meetings, etc.)
  • May serve as the point of contact for general maintenance, health and safety, and other facility concerns within the unit(s); report any incidents or potential safety problems to appropriate representatives. Track completion of required training.
  • Maintain approved content on websites.
  • May perform human resources transactional support, e.g. time cards, I9s, and/or faculty affairs support.
  • 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. * - Other duties may also be assigned

    MINIMUM REQUIREMENTS:


    Education & Experience:


    College degree strongly preferred, or combination of education and relevant experience.


    Knowledge, Skills and Abilities:

  • Proficient computer skills and demonstrated experience with office software and email 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 20 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:

  • 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. APPLICATION REQUIREMENTS:


    This is a fixed term position through February 28, 2018.


    Candidates should submit a cover letter (outlining why this position is of interest and they feel they're qualified) and a resume, in addition to the online application.

    Successful candidates will be required to complete a background check prior to working at Stanford University.

    Visa sponsorship is not available for this position; all candidates must be eligible to work in the US.


    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.



    Job: Administration

    Location: Graduate School of Education
    Schedule: Full-time
    Classification Level:

    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.






    jeid-0075aef27583444a9db32aecaa104d40