Senior Administrative Associate

Stanford University

Senior Administrative Associate

Job Number:

Senior Administrative Associate, Office of Public Affairs, Stanford University

From its beginnings, Stanford University has played a vital role in public life. The Office of Public Affairs (OPA) coordinates and facilitates Stanford's relationships with neighboring communities; local, state, and federal government; and the general public. The current federal government policy environment requires significantly increased effort and resources to defend and advance the university's core mission.

The Office of Public Affairs at Stanford University is looking for an experienced Senior Administrative Associate to provide high-level administrative support of a substantial and confidential nature to the Vice President for Public Affairs. If you have a track record of anticipating an executive's needs, and if you frequently and proactively solve problems and/or independently handle issues, we would like to learn more about you. The complex work is performed autonomously, often without specific instructions or prescribed procedures. There is delegated authority to exercise discretion and judgment regarding matters of significance on behalf of the executive. This position is an integral part of a four-member administrative team supporting the Office of Public Affairs and University Communications and is expected to work collaboratively with an emphasis on teamwork. In addition, this position will provide financial support and analysis for the Director of Finance and Administration.

  • Acting on behalf of the VP, coordinate their activities, including management of a complex calendar, travel arrangements and associated logistics. Independently commit the executive's time to those requesting access to him/her based on an in-depth understanding of the executive's priorities and needs and his/her role within the university framework.
  • Independently prioritize, plan, coordinate and/or oversee logistics for meetings and conferences with individuals and entities internal and external to the university, including executive and senior level staff, donors, and government officials.
  • Serve as the executive's liaison to various internal and external constituencies, including screening correspondence and telephone calls; keep the executive informed of all matters requiring his/her attention.
  • Compose and draft correspondence; develop, review and edit presentations and documentation; independently research and analyze associated issues and/or compile materials needed for presentation and/or decision making purposes.
  • Oversee and/or manage multiple projects; anticipate and track critical dates, events and organizational issues for the executive; follow up with appropriate parties to ensure deadlines are met.
  • Organize and maintain the workings of the executive's office. Take responsibility for filing systems and ensuring all pertinent information and supporting materials are retained. Direct staff to perform various tasks and assignments.
  • 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.
  • Responsible for leading the administrative functions of a program or unit.
  • May also supervise staff.
* - Other duties may also be assigned

MINIMUM REQUIREMENTS: Education & Experience: High school diploma and six years of administrative experience, or a combination of education and relevant experience.

Knowledge, Skills and Abilities:
  • Advanced computer skills and demonstrated experience with office software and e-mail applications.
  • Excellent verbal and written communication skills, including editing and proofreading.
  • Excellent organizational skills and attention to detail.
  • Demonstrated ability to handle sensitive issues and maintain confidentiality.
  • Demonstrated ability to cultivate positive working relationships and gain the trust and respect of all levels of internal and external constituencies.
  • Contextual understanding of executive's role within the university framework.
  • Demonstrated ability to perform duties with a high level of professionalism, flexibility, discretion, judgment, diplomacy and tact.
  • Ability to prioritize, multi-task, and assign work to others.
  • Ability to take initiative and ownership of projects.
  • Ability to multi-task, adapt to changing priorities and meet deadlines.
  • 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: May work flexible work schedule including weekends.

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

  • 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,
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: Office of Public Affairs
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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