Administrative Associate 3

Stanford University

Administrative Associate 3

Job Number:

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


Provide administrative or operational support with limited supervision. May be responsible for leading other administrative staff or subordinates.


The Creative Writing Program is seeking an Administrative Associate to provide administrative support to 20 Stegner graduate fellows, 23 lecturers, 6 English faculty, and undergraduate students pursuing a Creative Writing minor or an English major with a Creative Writing emphasis. The associate will serve students, faculty, and visitors in a busy office with an extensive schedule of public events, and will be responsible for supervision of student and temporary workers. The Program is part of the English Department and is considered the top writing program in the country. In addition to academic classes, the schedule includes writers-in-residence in poetry and fiction and public appearances by prominent authors. This position works under the supervision of the Creative Writing Program Manager, reports to the Program Director, and works closely with English administrative staff.


  • Act on behalf of the program manager or program director 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 events, including arranging with vendors for services, managing publicity, overseeing the production and distribution of materials, administering logistics, managing event within budget, and serving as onsite coordinator during event.
  • Manage entire Stegner Fellowship application process including coordination with application hosting service to make improvements and resolve problems, communication with applicants, and coordination with faculty reviewers.
  • In coordination with English dept. student services staff, perform student services functions for undergraduates with a Creative Writing minor: provide academic information, review progress towards completion of minor, and coordinate and represent program at student outreach events.
  • Manage all external communications including but not limited to the creation of content for and maintenance of the website, events publicity, production of program brochures, and maintenance of social media.
  • Compose and draft documents and correspondence for course handouts, seminars, and reports; perform substantial editing and fact checking. Create, maintain, modify, and/or ensure accuracy of content in various program documents including leaflets with academic requirements, displays, reports, and brochures.
  • 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.
  • May lead staff or supervise day-to-day work of student and/or temporary workers, including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, reviewing work for quality and timeliness, and providing performance review input.
    * - Other duties may also be assigned


    Education & Experience:

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

    Ability to work at scheduled evening events.

    Willingness to learn new administrative and financial systems that are required for the job.

    Knowledge, Skills and Abilities:

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



  • 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.



  • 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
    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:

    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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