Administrative Associate 3, Stanford Arts Institute

Location
Stanford
Posted
Jun 08, 2017
Institution Type
Four-Year Institution


Stanford University

Administrative Associate 3, Stanford Arts Institute

Job Number:
75216

Fixed term: 18 months

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

The Stanford Arts Institute offers interdisciplinary arts curricula and research programs, drawing on the wide-ranging intellectual resources of Stanford University.

The Administrative Associate reports to the Faculty Director of the Stanford Arts Institute. He/she provides administrative support, including calendaring, arranging travel and processing financial transactions, for the Arts Institute and its Faculty Director. Working closely with the Program Manager, this position provides project and administrative support, such as program/event logistics coordination and execution, for the Arts Institute's programs, including the Honors in Arts, Arts Immersion, and Fellowship programs, and other programs as needed. He/She also assists with maintaining web content, and processing financial transactions for the Vice President for the Arts, as needed.

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.

  • Other duties as assigned.

MINIMUM REQUIREMENTS:


Education & Experience:

  • High school diploma and four years of administrative experience, or combination of education and relevant experience.

  • Background in some aspect of the arts desired, but not required.

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:

  • Valid Non-Commercial Class California Driver's License.

PHYSICAL REQUIREMENTS*:

  • Frequently stand/walk, sit, perform desk-based computer tasks, use a telephone.

  • Occasionally kneel/crawl, twist/bend/stoop/squat, grasp lightly/fine manipulation, and grasp forcefully, lift/carry/push/pull objects that weigh 21-40 pounds.

  • Ability to obtain and maintain a California Non-commercial Class license and drive day or night.

* - 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.

WORKING CONDITIONS:

  • May require some travel and working evenings and weekends.

WORK STANDARDS:

  • When conducting university business, must comply with the California Vehicle Code and Stanford University driving requirements.

  • 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.

Final offers of employment are contingent upon successful completion of national criminal background check, national sex offender registry search and, where applicable, driving record.

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: School of Humanities and Sciences
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.






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