Administrative Associate



Stanford University

Administrative Associate

Job Number:
75695

Administrative Associate 2 Note: Not all unique aspects of the job are covered by this job description

JOB PURPOSE: Created in 2007, the Office of the Vice Provost for Graduate Education (VPGE) strives to enhance the education and enrich the experience of all 9,000 Stanford graduate students. We work with students, faculty, and campus colleagues to advance graduate student diversity; foster interdisciplinary learning and graduate professional development; fund students and innovative projects; and solve problems. The VPGE staff work collaboratively with colleagues from all seven schools and units across campus to “expand what's possible in graduate education.”

The purpose of this position is to 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, reports, brochures, and displays.
  • 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.
  • Accurately enter data from data sheets or charts into a database and/or manual filing system using specific, standard instructions.
  • Selectively apply a variety of procedures in measuring data, using judgment to determine how standard guidelines apply; may calibrate and use a variety of display, measuring, and/or calculating equipment requiring a few adjustments for proper results.
  • Maintain a variety of complex records; suggest or make improvements to record-keeping procedures.
  • Perform audits of own work or that of others to ensure conformance with established procedures.

* - 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.

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.

WORKING CONDITIONS: 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.

Job Family: Administration Job Series: Administrative Associate Job Code: 4102 Grade: E Exemption: Non-exempt 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: Vice Provost for Graduate 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.






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