Administrative Associate



Stanford University

Administrative Associate

Job Number:
76173

Summary of Position

Provide administrative or operational support to the VPUE executive team, with primary support given to the senior associate vice provost, with limited supervision. May be responsible for leading other administrative staff or subordinates.


Core Duties
  • Act on behalf of the Chief of Staff and VPUE senior management team in regards to establishing priorities and identifying and resolving problems that are administrative in nature.
  • Plan and schedule calendars for the Senior Associate Vice Provost, the Associate Vice Provost, and the Associate Vice Provost for Finance and Administration with limited consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies with limited oversight.
  • Act as calendar manager for the Vice Provost with direct consultation from the Chief of Staff.
  • Oversee and/or perform duties associated with scheduling, organizing, and operating complex conferences, seminars, governing boards, and events, including arranging services with vendors, overseeing the production and distribution of materials, administering logistics, and managing events 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.
  • Create complex reports and spreadsheets which may utilize specialized software and systems.
  • Oversee and/or process a variety of complex financial transactions for the Vice Provost, the Senior Associate Vice Provost, the Associate Vice Provost, and the Office of the Vice Provost (VPO) as needed; produce, monitor, and reconcile budget statements; research, identify, and resolve discrepancies. May assist with capital or special equipment requests and/or vendor selection.
  • 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


Minimum Requirements

Education & Experience:
High school diploma and four years of administrative experience, or combination of education and relevant experience.

Knowledge, Skills and Abilities:
  • Excellent verbal and written communication skills.
  • Advanced computer skills and demonstrated experience with office software and email applications.
  • Demonstrated success in following through and completing projects.
  • Excellent organizational skills and extreme attention to detail.
  • 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.
  • Ability to be flexible and adapt to change.

About the Office of the Vice Provost for Undergraduate Education (VPUE)

The mission of the Office of the Vice Provost for Undergraduate Education (VPUE) is to partner with Stanford faculty, staff, and students to produce and educate knowledgeable, engaged citizens and creative, confident leaders for our future world.
https://undergrad.stanford.edu/




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 and promote healthy, fulfilling lives. An award winning employer, Stanford offers an exceptional setting for professionals looking to advance their careers.


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.
  • 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, http://adminguide.stanford.edu.

How to Apply

If you're ready to work for an organization that nurtures diversity, respect, professional development and a comfortable work-life fit, we invite you to explore this opportunity and apply online: http://stanfordcareers.stanford.edu
  • Click on Job Search
  • Enter 76173 in the Keyword Search field
Equal Employment Opportunity Statement

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: Vice Provost for Undergrad Education
Schedule: Full-time
Classification Level:

To be considered for this position please visit our web site and apply on line at the following link: stanfordcareers.stanford.edu

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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