Office and HR Administrator

Oct 10, 2017
Institution Type
Four-Year Institution

Stanford University

Office and HR Administrator

Job Number:

About the Office: The mission of all the programs under the auspices of Stanford Continuing Studies is to share the rich educational resources of the university with emerging, neighboring, matriculated, and returning students; to nurture a vibrant learning community; to nourish the life of the mind; and to promote the pleasures of intellectual exploration and exchange. About Stanford University's Continuing Studies Program: Stanford University's Continuing Studies Program (CSP) is a premier adult learning program offering more than 400 courses, workshops, and seminars to approximately 14,000 students annually. The mission of Stanford Continuing Studies is to share the rich educational resources of Stanford University with adult students living in the Bay Area and beyond. About Summer Session:
Stanford Summer Session comprise Stanford's fourth academic quarter, offering approximately 175 courses from 35 departments to over 2,500 graduate, undergraduate, and advanced high school students, with a large international student population, and a mix of Stanford matriculated students and visiting summer students. About Stanford University's Master of Liberal Arts Program: Stanford University's MLA Program offers an extraordinary opportunity for students to pursue an interdisciplinary course of study in the liberal arts and to earn their master's degrees at one of the world's great centers of learning. Students in the MLA Program complete a minimum of 50 units of coursework, exploring a range of subjects rather than focusing narrowly on a single topic. J OB PURPOSE The Administrative Associate provides administrative, facility, and Human Resource support to all of the Stanford Continuing Studies (SCS) programs, which include Stanford Continuing Studies, Summer Session, and the Master of Liberal Arts. CORE DUTIES * Office Administration and Facilities: 5% Respond to inquiries, and determine and take appropriate action as required. Serve as a resource regarding a defined set of policies and procedures. For example:
  • Coverage of lobby area, greeting & directing guests, signing for and delivering packages
  • Answer basic HR questions
10% 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. For example:
  • Research and recommend vendors for specific office needs
  • Organize & coordinate LiveScan process for Summer Session hiring
  • Collect hiring documents
10% 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, reports, brochures, and displays.
  • Assist with Summer staff new hire training
  • Create summer staff instructional handouts
  • Axess Timecard administration
20% Maintain office supplies and equipment; obtain vendor quotations, as needed. Coordinate office moves. For example:
  • Order and distribute office supplies
  • Sort/distribute mail
  • Copy room: Maintenance of Xerox copy machine, printer, postage machine & other office equipment, box recycling, see what supplies are needed/order.
20% 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. For example:
  • Coordinate with facilities on work being done in office
  • Submit work orders for entire office as needed.
  • Phone administrator (STAR) for Littlefield
  • Emergency team Member
Human Resources Administration: 35% May perform human resources transactional support, e.g. time cards, I9s, and/or faculty affairs support. For example:
  • Time and Leave Administrator
  • Onboard Staff New Hires
  • Summer student new hire onboarding (I9 collection/coordination of summer staff)
*Other duties may be assigned. MINIMUM EQUIREMENTS Education & Experience: High school diploma and three years of administrative experience, or combination of education and relevant experience. Know ledge, 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 & accuracy
  • Excellent customer service and interpersonal skills.
  • Ability to prioritize and multi-task.
  • Strong written and verbal communication skills as well as the ability to effectively prepare materials and information for varied internal audiences and groups.
  • Ability to take initiative and ownership of projects.
  • Demonstrated ability to maintain confidentiality and handle highly sensitive and personal information with sound judgment, tact, and discretion.

    Job: Administration

    Location: Continuing Studies and Summer Session
    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.