Administrative Associate 2



Stanford University

Administrative Associate 2

Job Number:
75779

The Department of Economics has an opening for a talented Administrative Associate 2. The position is a 10-month, continuing, benefits-eligible position. It starts September and goes through June, with 2 months, July and August, as a layoff. Benefits continue during the layoff months. The administrative associate will play a key role in supporting 10 faculty and will coordinate 4 weekly seminars. We are seeking an organized, proactive and detail-oriented administrative associate with excellent communication skills, who enjoys multi-tasking in a fast-paced environment.

Duties include:

  • Scheduling, organizing seminars. Includes working with vendors, distributing materials and coordinating logistics. Logistics can include hotel, transportation and meals.

  • Making travel arrangements.

  • Processing complex expense reimbursements.

  • Working with foreign visitors to insure proper documents for reimbursement of expenses.

  • Work with graduate students on the job market; sending faculty recommendation letters to 150 institutions for each graduate student.

  • General tasks associated with the position are copying, scanning, mailings.

    In addition to the day-to-day responsibilities the individual will assist the department as requested.


    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. Minimum of three years administrative experience preferred.


    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.

    Preferred Knowledge, Skills and Abilities:

  • Excellent customer service.

  • Have a high level of self-reliance, attention to detail and ability to multi-task.

  • Work independently, effectively and respectfully.

  • Show initiative and enthusiasm, show strong time management skills, can set goals and achieve them, enjoy planning and organizing events.

  • The successful candidate must be willing to be cross-trained in other areas of the Economics department and assist with other administrative duties.

  • Knowledge of basic finance/accounting.

  • Proficient in Excel and Word.

    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.

    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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