Administrative Associate 2

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


Stanford University

Administrative Associate 2

Job Number:
75212

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


THIS IS A 100% FTE FIXED-TERM POSITION. THE TERM CONCLUDES ONE YEAR FROM THE START DATE, AND MAY BE EXTENDED BASED ON CENTER'S NEED AND FUNDING AVAILABILITY.


The Center on Democracy, Development, and the Rule of Law (CDDRL) is seeking to hire an Administrative Associate to provide full administrative support to our directors as well as our Program on American Democracy. This includes but is not limited to the duties listed below such as calendaring, travel arrangements, reimbursements, website updates, organizing conferences/seminars, and some editing.


In addition to supporting our directors and the Program on American Democracy, the incumbent will be the face of CDDRL and will be directing visitors, answering phones, sorting mail, managing our conference room, organizing special events and serving as the POC for general inquiries. The successful candidate will split his/her time between multiple administrative entities so they must be able to prioritize and manage multiple requests. The incumbent will report to the Administrative Manager.


JOB PURPOSE:
Provide administrative or operational support working under general supervision.


CORE DUTIES*:
  • 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.
  • 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:
    High school diploma and three years of administrative experience, 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 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:
  • 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.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: Dean of Research
    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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