Administrative Associate

Stanford University

Administrative Associate

Job Number:

Administrative Associate, Pay Grade F, FTE 100%, Non-exempt, One year Fixed Term

School of Engineering, Civil and Environmental Engineering

The Civil and Environmental Engineering Department in the School of Engineering seeks an Administrative Associate to join its team of administrative staff. The department is home to a large and active student body, excellent and dedicated faculty, and experienced administrative staff members who maintain high standards of excellence in a collegial environment.

This Administrative Associate role is a new staff position supporting Professor Jenna Davis's research team including field projects (about 45% time) and collaborating with other parts of the department to ensure robust support for research center events and departmental marketing and website efforts (the remaining 55% time).

Support for Prof. Davis's group will entail logistical support and remote coordination of field projects in the developing world, involving international travel arrangements, export controls, and administrative support for field activities; along with routine faculty support activities such as expense reimbursements, procurement, financial reporting and budget assistance, course/teaching support, website maintenance, meeting coordination, initiating and tracking student financial support, and similar duties or special projects as determined by the faculty member or supervisor.

The position will also provide transactional support and event coordination assistance for two or three active research centers within the department, and will collaborate with administrative leaders in those centers regularly to ensure their varying, dynamic business needs receive timely and robust support.

Finally, this position will collaborate with the leadership team at the central departmental level to support growth in CEE's efforts to engage with alumni as well as prospective graduate program applicants by developing marketing collateral and providing website development assistance and support. The position will coordinate regularly with managers and other administrative staff in the Civil and Environmental Engineering Department and may occasionally coordinate with personnel in the School of Engineering and central administrative offices.

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

  • 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.
  • 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. Four-year college degree highly desired. Experience managing field research projects a plus.

    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.
  • Demonstrable experience in the following fields a plus: website development, marketing/promotion, event coordination, development/external engagement.
  • Candidates fluent in French encouraged to apply.
  • Experience managing field projects a plus.
  • Excellent customer service and interpersonal skills including collaborative orientation.
  • 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 Guide,

    Applicants are required to upload a cover letter and resume to be considered for this opening.

    About Stanford University

    Stanford University, located between San Francisco and San Jose in the heart of California's Silicon Valley, is one of the world's leading teaching and research universities. Since its opening in 1891, Stanford has been dedicated to finding solutions to big challenges and to preparing students for leadership in a complex world.

    Supporting that mission is a staff of more than 10,000 which is rooted in a culture of excellence and values innovation, collaboration, and life-long learning. To foster the talents and aspirations of our staff, Stanford offers career development programs, competitive pay that reflects market trends and benefits that increase financial stability to promote healthy and fulfilling lives. An award-winning employer, Stanford offers an exceptional setting for professionals looking to advance their careers.

    Stanford is an equal employment opportunity and affirmative action employer and is committed to recruiting and hiring without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.

    Thank you for your interest!

    Job: Administration

    Location: School of Engineering
    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.

  • Similar jobs

    Similar jobs