Administrative Associate

Stanford University

Administrative Associate

Job Number:

The Program in African and African American Studies (AAAS), established in 1969, was the first ethnic studies program developed at Stanford University, and the first African & African American Studies program at a private institution in the U.S. AAAS has more than 50 affiliated faculty whose scholarship focuses on critical intersectionality. Students can major or minor in AAAS.


Provide administrative and operational support to African & African American Studies (AAAS) working under general supervision. This position reports to the Student Services Officer & Associate Director for AAAS.


This position is a full time administrative associate position. This administrative associate position will conduct routine financial administrative tasks, including handling basic business and card transactions, paying honoraria and stipends, and more; and office operational and support duties, including scheduling, calendaring, supporting conferences, seminars, and events, some purchasing and marketing, and other duties as listed below.

This is a one year fixed term position with possibility of renewal for up to two years.

  • Process and monitor routine financial transactions including purchase and travel card transactions, expense requests, reimbursements, and honoraria, which may also include researching and resolving discrepancies.
  • 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, setting up and breaking down venues, and serving as liaison with internal and external vendors.
  • Draft and/or generate routine communications; coordinate production (formatting, copying, etc.) and dissemination of documents, such as presentations, course handouts, newsletters, grant proposals, conference and seminar materials, complex reports, brochures, and displays.
  • Plan and schedule calendar(s) based on consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
  • Respond to inquiries, and determine and take appropriate action as required. Serve as a resource regarding a defined set of policies and procedures.
  • Secure locations and venues for courses, workshops, and events and promoting such programs and classes to students and campus partners
  • Maintain office supplies and equipment; obtain vendor quotations, as needed. Coordinate office moves.
  • Review student files, check degree progress, and inform students of graduation requirements
  • Facilitate the declaration process for students that declare the major or minor in African & African American Studies
  • Respond to routine inquiries from students, faculty, external constituents, and staff.
  • Input data & update electronic databases. May collect, gather and validate data, prepare basic reports.
  • 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.
  • Maintain approved content on websites.
  • May perform human resources transactional support, e.g. time cards, I9s, and/or faculty affairs support.

* - 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.

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.
  • Strong organizational skills and attention to detail.
  • Strong verbal and written communication skills.
  • Excellent customer service and interpersonal skills.
  • Ability to prioritize and multi-task.
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.

  • Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clients and with external organizations.
  • Diversity: Demonstrates familiarity and openness to people of different backgrounds and cultures.
  • 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,

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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