Administrative Assoc 3

Aug 03, 2017
Institution Type
Four-Year Institution

Stanford University

Administrative Assoc 3

Job Number:

The Department of Communication in the School of Humanities and Sciences is seeking an Administrative Associate. This role will cross function as Student Services Assistant, Faculty Affairs Assistant, International Visitor Liaison, Event Coordinator and Research Participant Coordinator. This is a diverse position which exposes the person to multiple Stanford systems, it is an excellent starting position, with a very steep learning curve, physically located in the front office with lots of interruptions and traffic.

Job Purpose The Administrative Associate will provide administrative and operational support with limited supervision.

  • Manage course schedule. Schedule classes, sections and rooms.
  • Coordinate faculty searches, including advertising, diversity planning, organizing job talks, preparing and mailing letters. Involves a high degree of accuracy, consistency, and compliance.
  • Organize events, maintain the Communication Department section of the Stanford Bulletin and maintain content of the department web site.
  • Assist the Student Services Manager, must be able to handle sensitive situations maintaining strict confidentiality.
  • Other duties as assigned by Chair, department manager, or student services manager.
  • Expected to become the departmental expert on policies and procedures for postdoc, visiting scholar, visiting student researcher, and non-matriculated student appointments including the visa processes.
  • Work is performed in extremely dynamic work environment of the Communication front office. Must be able to work in close contact with other staff with constant interruption from students, faculty, and campus visitors seeking help and advice. Therefore must be flexible and have the ability to interact with all levels of constituents and be able to deal gracefully to rapidly changing priorities.
Core Duties*:

  • Act on behalf of the supervisor, department manager, or chair 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 conferences, seminars, and events, including arranging with vendors for services, overseeing the production and distribution of materials, administering logistics, and managing event within budget.
  • Compose and draft documents and correspondence for presentations, course handouts, grants, conferences, seminars, and reports; perform substantial editing and fact checking. Create, maintain, modify, and/or ensure accuracy of content in various unit documents, displays, reports, brochures, social media, and/or websites.
  • Plan and schedule calendar(s) with limited consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
  • Create complex reports and spreadsheets which may utilize specialized software and systems.
  • Oversee and/or process a variety of complex financial transactions; produce, monitor, and reconcile budget statements; research, identify, and resolve discrepancies. May assist with capital or special equipment requests and/or vendor selection.
  • Coordinate and monitor routine maintenance services completion. Plan and coordinate office moves and/or minor renovation projects.
* - Other duties may also be assigned

Education & Experience:

High school diploma and four years of administrative experience, or combination of education and relevant experience. Four year college degree preferred.

Knowledge, Skills and Abilities:

  • Advanced computer skills and demonstrated experience with office software and email applications. Proficiency in Microsoft Office required.
  • Requires excellent written and verbal communication skills.
  • Demonstrated success in following through and completing projects.
  • Excellent organizational skills and attention to detail.
  • Excellent customer service and interpersonal skills.
  • Ability to prioritize, multi-task, and possibly 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

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:

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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