Administrative Associate 2

Sep 27, 2017
Institution Type
Four-Year Institution

Stanford University

Administrative Associate 2

Job Number:

This is a fixed-term position through August 31, 2018 with possibility of extension based on continued funding and operational needs.

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

Would you like to use your administrative skills to support equity on our campus? Then the position of Administrative Associate in the Diversity and First Generation Office (DGen), a unit of the Division of Student Affairs, may be the right opportunity for you!


The Administrative Associate 2 provides administrative and operational support to the Diversity and First Generation Office (DGen).

  • Respond to inquiries from students, faculty, external constituents, and staff. Serve as a resource regarding a defined set of policies and procedures.
  • 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 including invoice payment, which may include researching and resolving discrepancies.
  • Perform duties associated with scheduling, organizing, and operating conferences, seminars, meetings and events including recommending vendors for services, overseeing the production and distribution of materials, coordinating logistics, and serving as liaison with external and internal vendors.
  • Draft and/or generate routine communications; coordinate production (formatting, copying, etc.) and dissemination of documents.
  • Input data, update electronic databases, literature, and associated materials.
  • Maintain approved content on websites.
  • Maintain office supplies and equipment; obtain vendor quotations, as needed.
  • Perform human resources transactional support, e.g. time cards, I9s, HR forms etc.
    • Prepare student hiring and termination spreadsheets, perform labor distribution set-up and verify payroll expenses.
    • Serve as Time and Leave Administrator: ensure students and staff submit their timecards in a timely and accurate manner; adjust paid time, as needed.
  • May guide and train student and/or contingent workers including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, and reviewing work for quality and timeliness.
- Other duties may also be assigned


Education & Experience:

High school diploma and three years of administrative experience, or combination of education and relevant experience.

Knowledge, Skills and Abilities:

  • Strong written and verbal communication skills.
  • Strong organizational skills and attention to detail; ability to prioritize and multi-task.
  • Excellent customer service and interpersonal skills.
  • Proficient computer skills, and demonstrated experience with office software and email applications, including experience with Microsoft Office Suite.
  • Ability to learn compliance with legal, financial, and university policies and external regulations.
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. 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,
About DGen

The Diversity and First Generation Office (DGen) works to promote engagement across difference and to support students of all identities and backgrounds. We offer programs, workshops and classes to foster a sense of belonging for all students, with a special focus on first-generation and/or low-income (FLI) students.

Experience a culture of excellence.

Stanford University, located 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.

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.

Finalist candidate must successfully pass a pre-employment background check.

Job: Administration

Location: Vice Provost for Student Affairs
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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