Administrative Associate 2

Location
Stanford
Posted
Oct 11, 2017
Institution Type
Four-Year Institution


Stanford University

Administrative Associate 2

Job Number:
76621

The McCoy Family Center for Ethics in Society seeks to hire a flexible, creative, and detail-oriented administrative associate. The Center administrator is an integral member of our small team with responsibilities that fall into two main categories: finance and general administration. The position is a 2-year-term appointment with the possibility of renewal. It is 100% time and benefits eligible.


We seek someone who is interested in working within a small but vibrant Center; someone who enjoys working with numbers and who will adhere to the University's rules and policies when processing financial transactions; someone who can be the point of contact and the face of the Center at public events; someone who can take initiative with a variety of tasks whether that means ordering supplies, adding content to our website, or fielding questions via email and phone; someone who is comfortable working with faculty, staff and students; and someone who can stay ahead of deadlines while managing multiple projects.


This is a unique opportunity to be involved in all aspects of the Center, to be a creative contributor on multiple levels, and to get to wear a variety of hats. You must be able to work both independently with minimal supervision and also as part of a team. You should be comfortable changing tasks quickly in an environment with regular interruptions and shifting priorities. You must have availability to work some evenings (approximately 6-8 per quarter) and an occasional weekend.


With an undergraduate honors program, graduate and postdoctoral fellows, a diverse group of faculty, and robust public programming, the McCoy Family Center for Ethics in Society is committed to bringing ethical reflection to bear on important social problems through research, teaching, and engagement. Our ideal candidate is a self-motivated team player who is eager to contribute to this mission.


JOB PURPOSE:

Provide administrative or operational support working under general supervision.


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, 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.

  • 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

    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.

  • 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.

    Certifications and Licenses:

    None


    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.


    Final offers of employment are contingent upon successful completion of national criminal background check, national sex offender registry search and, where applicable, driving record.


    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: School of Humanities and Sciences
    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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