Administrative Associate 2



Stanford University

Administrative Associate 2

Job Number:
75828

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


JOB PURPOSE:


Stanford University's Department of Political Science is seeking an Administrative Associate 2 to fill an important role on our team. The position serves our reception desk, provides general administrative support, organizes events for student and faculty and works closely with the student services team.

We seek someone who is organized and flexible as the position serves as the first contact for all walk-in and telephone inquiries and works with a wide variety of people. The administrative associate is responsible for purchasing and maintaining departmental supplies in addition to coordinating events for the department. Event coordination includes supporting large-scale annual events such as commencement and the PhD admissions visit as well as academic conferences, department events and weekly workshops. The position also provides student services support by organizing the Summer Research College program, assisting in processing newly declared students, developing course advertisements and providing administrative support for Canvas course sites.

CORE DUTIES*:

  • 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.

  • Respond to inquiries, and determine and take appropriate action as required. Serve as a resource regarding a defined set of policies and procedures.

  • Maintain office supplies and equipment; obtain vendor quotations, as needed. Coordinate office moves.

  • Process and monitor routine financial transactions, which may include researching and resolving discrepancies.

  • 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.

  • Maintain approved content on websites.

  • Plan and schedule calendar(s) based on consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.

  • 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.

  • 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. Four years of 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 and projects.

  • Excellent 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:

    • Advanced computer skills.

    • Ability to 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.

    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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