Administrative Coordinator

Location
Stanford
Posted
Oct 09, 2017
Institution Type
Four-Year Institution


Stanford University

Administrative Coordinator

Job Number:
76581


The Office of Graduate Education (OGE) aims to help train and empower the next generation of leaders and innovators within and beyond academia and industry. Our graduate students are the central drivers and conductors of some of the most transformative research in the world. Our office offers programs and services to support graduate students and sustain the level of excellence achieved by the Stanford Biosciences. OGE is currently seeking an Administrative Coordinator (Administrative Associate 2) to provide administrative and operational support working under the general supervision of the Associate Dean for Graduate Education and Diversity.
Duties include:
  • 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, and 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.
  • 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.
  • 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 DESIRED QUALIFICATIONS:
  • Bachelor's degree and five years of administrative experience preferred.
  • Experience in academic environment or student services, preferred.
  • Proven success in following through and completing routine tasks.
  • Proven ability to work with students, faculty, staff and alumni with diverse backgrounds and needs.
  • Ability to think creatively, take initiative and ownership of projects, and work as part of a team.
  • Ability to work effectively and efficiently under tight deadlines in a busy office environment with frequent interruptions and changing priorities.
  • Proficient in a variety of Stanford University software online systems
  • Strong computer skills with proficiency in Microsoft Office Suite (Word, Powerpoint, Excel).
  • Ability to routinely and independently exercise sound judgment in making decisions.

EDUCATION & EXPERIENCE (REQUIRED):
High school diploma and three years of administrative experience, or combination of education and relevant experience.
KNOWLEDGE, SKILLS AND ABILITIES (REQUIRED):
  • 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

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.
About Stanford UniversityStanford 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 health, fulfilling lives. An award-winning employer, Stanford offers an exceptional setting for professionals looking to advance their careers


Job: Administration

Location: School of Medicine
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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