Administrative Associate



Stanford University

Administrative Associate

Job Number:
75661

The Faculty Staff Help Center has been serving the Stanford community since 1977. It was the first employee assistance program (EAP) of its kind in an institution of higher education in California. The Faculty Staff Help Center offers professional and confidential counseling for individuals, couples and families, including bilingual counseling, to address both work and personal issues. We also offer workshops, discussion groups, consultation, departmental training and facilitation services for difficult conversations.

The Faculty Staff Help Center is seeking an experienced administrative associate who is an energetic self-starter that can multitask in a fast-paced and high emotion environment. This individual will be responsible for managing schedules for up to 15 part-time counselors and will assist with evaluating and streamlining organizational processes and operations within the Faculty Staff Help Center.

The Faculty Staff Help Center Administrative Associate will work under the general supervision of the Director of the Faculty Staff Help Center.

JOB PURPOSE:
Provide administrative or operational support with limited supervision.

CORE DUTIES*:
  • Act on behalf of the supervisor 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 events, including arranging with vendors for services.
  • Oversee and/or perform duties associated with the production and distribution of materials, administering logistics, and managing event within budget.
  • Compose and draft documents and correspondence for presentations and reports; perform substantial editing and fact checking.
  • Plan and schedule calendar(s) with limited consultation and resolve calendaring conflict in compliance with unit and university policies.
  • Create complex reports and spreadsheets, which may utilize specialized software and systems.
  • May assist with capital or special equipment requests and/or vendor selection.
  • Create complex reports and spreadsheets, which may utilize specialized software and systems.
  • Coordinate and monitor routine maintenance services completion. Plan and coordinate office moves and/or minor renovation projects.

    * - Other duties may also be assigned
    Desired Qualifications:
  • Experience in the medical or mental health field preferred
  • High emotional intelligence preferred
  • Experience with internal Stanford tools a plus.
  • Knowledge of Stanford populations and affiliations helpful.

    Education & Experience:
    High school diploma and four years of administrative experience, or combination of education and relevant experience.

    Knowledge, Skills and Abilities:
  • Advanced computer skills and demonstrated experience with online calendars, 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:
    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.

    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: Human Resources

    Location: Human Resources Services
    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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