Administrative Associate



Stanford University

Administrative Associate

Job Number:
75817

DESCRIPTION

Stanford's Department Athletics, Physical Education and Recreation (“DAPER”) supports the campus Recreation and Wellness initiatives. The core tenants of the Departments culture, “The DAPER Way” are: Embrace Scholar-Athleticism, Pursue and Revere Excellence, Lead With Courage, and Work Cohesively. All department actions and employees are guided by these principles.

The Division of Health and Human Performance in Recreation and Wellness is hiring for a full-time Administrative Associate. The ideal candidate enjoys working directly with students, faculty and staff to create a vibrant student life focused community, and is confident in explaining and upholding policy, implementing and improving current practices, and tracking the many details of our work. We seek someone with outstanding communication skills, a talent for influence and negotiation, acute problem-solving skills, diplomatic savvy, a good sense of humor and a sharp mind.

Under the direction of the Director of Health and Human Performance the Administrative Associate is responsible for managing our curriculum development process, maintaining the division calendar, personnel tracking, student timecard management, and purchasing.

JOB PURPOSE

Provide administrative and operational support for the Division of Health and Human Performance working under general supervision of the Director. This role provides direct support to the curriculum management system.

CORE DUTIES

Administrative Responsibilities (100%)
  • 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 courses, 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 stakeholders.
  • Draft and/or generate routine communications; coordinate production (formatting, copying, etc.) and dissemination of documents, such as presentations, course handouts, grant proposals, course 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.
  • Maintain office supplies and equipment; obtain vendor quotations, as needed. Coordinate office moves.
  • Maintain approved content on websites.
  • 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.
    Education and Experience
    High school diploma and three years of administrative experience, or combination of education and relevant experience.

    Knowledge, Skills, and Abilities
  • Excellent organizational skills and attention to detail.
  • Ability to take initiative and ownership of projects.
  • Strong attention to detail and accuracy.
  • Ability to consistently follow through with projects and assignments and meet deadlines.
  • Excellent oral and written communication skills.
  • Strong and effective interpersonal and customer service skills.
  • Advanced computer skills, including Microsoft Office suite (Outlook, Word, Excel, and PowerPoint). Experience using email and internet.

    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 characteristics protected by law.



    Job: Athletics

    Location: Athletics
    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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