Administrative Associate

Stanford University

Administrative Associate

Job Number:

Administrative Associate, Classification E, 100% FTE, Non-Exempt, 1-year fixed term

School of Engineering, Mechanical Engineering, Department of Mechanical Engineering

Stanford's Department of Mechanical Engineering, seeks a professional, highly organized and energetic Administrative Assistant to join its team. The successful candidate will manage a variety of projects while interacting with staff, students and faculty within the department, while providing friendly and efficient support. The ideal candidate will have a gift for administration, an affinity for the creative process, and a love of working with faculty and students. The administrative associate will thrive on managing multiple simultaneous projects in a fast-paced environment. They will be organized, personable, detail-oriented, creative, and flexible, with a passion for supporting the mission of the department.

JOB PURPOSE: Provide administrative and operational support to the department, working under the general supervision of the Department Manager. Support events. Interact with students, faculty, staff and visitors.

Core Duties*
  • Respond to inquiries, and determine and take appropriate action as required. Serve as a resource regarding a defined set of policies and procedures.
  • Perform duties associated with scheduling, organizing, and operating conferences, seminars, courses, and other events, including recommending vendors for services, overseeing the production and distribution of materials, coordinating logistics, 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, 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.
  • Process and monitor routine financial transactions, which may include researching and resolving discrepancies.
  • Maintain office supplies and equipment; obtain vendor quotations, as needed. Coordinate office moves. * 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. Attention to detail, initiative, follow-through
  • Excellent organizational, project management, problem-solving skills and general administration skills.
  • Ability to prioritize and multi-task. Enjoys and is extremely adept at handling multiple simultaneous projects; able to maintain appropriate momentum on all projects to meet or beat deadlines
  • Ability to thrive in a dynamic and creative environment, and maintain good humor and flexibility amid frequent interruptions, constantly shifting priorities and changing plans
  • Strong verbal and written communication skills. Constant professional and dynamic communication (especially via email) is central to the job: among faculty, staff, students, and individuals within and outside Stanford
  • Excellent customer service and interpersonal skills.
  • Experience with Stanford policy, procedures and Stanford Oracle Financials is a plus
  • Technical knowledge required includes strong administrative skills and demonstrated familiarity with typical office applications (Word, Excel, PowerPoint), calendaring, email and common Internet applications, database systems, web navigation and research Certifications and Licenses: None required. 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.

    Work Standards:

  • Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clients and with external organizations. Ability to establish and maintain the interpersonal connections that are necessary for a pleasant and thriving workplace. Able to work successfully as a team member, with direction, and independently.
  • 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: Part-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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