Administrative Associate

Stanford University

Administrative Associate

Job Number:

Administrative Associate (Stanford Humanities Center)

The Stanford Humanities Center sponsors advanced research into the historical, philosophical, and cultural dimensions of human experience. During the academic year, the Center brings together scholars from across disciplinary boundaries for public lectures, collaborative research workshops, and residential research fellowships.

The Humanities Center is looking for an administrator to contribute to a variety of projects, with a primary focus on the Center's Mellon postdoctoral fellowship program. This position requires a conscientious and organized individual who will work on the Mellon program and coordinate with the staff on all aspects of the Center's operation.

The Mellon postdoctoral program brings a total of around a dozen recent PhDs to campus on three-year fellowships. The postdoctoral fellows are based in Stanford's humanities departments and programs, teach courses, meet regularly for special program events, and participate in the life of the Humanities Center.

This position will be based at the Humanities Center and the program administrator will have responsibilities that include the application and selection process, general finance support, event planning, web maintenance, and appointment coordination.

This position works closely with a number of other departments, programs, and offices on campus and the administrator must communicate clearly to ensure that the process stays on schedule. Flexibility, confidentiality, and a willingness to adapt to new developments in the process are essential.

Applicants should have strong communication skills, a professional demeanor under stressful deadlines, and an awareness of the dynamics involved when communicating with both applicants and faculty.

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.
  • Coordinate and monitor routine maintenance services completion. Plan and coordinate office moves and/or minor renovation projects.
  • May lead staff or supervise day-to-day work of student and/or temporary workers, including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, reviewing work for quality and timeliness, and providing performance review input.

    Minimum Education and Experience Required:

  • High school diploma and four years of administrative experience, or combination of education and relevant experience. Bachelor's degree preferred.
  • Advanced computer skills and demonstrated experience with office software and email applications. Experience with Drupal and Stanford administrative systems preferred.
  • Demonstrated success in following through and completing projects.
  • Excellent organizational skills and attention to detail.
  • Excellent 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. Certificates and Licenses Required

  • 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. 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, 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:

    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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