Administrative Associate 2

Job description

Administrative Associate 2

Stanford University

Job Number:

Stanford Pre-Collegiate Studies (SPCS) is the home of academic programs, both residential and online, that advance the education of academically talented, intellectually curious, pre-college students, worldwide. The offerings of Stanford Pre-Collegiate Studies include a diverse array of academic enrichment programs that take place on the Stanford campus during the summer, such as the Summer Institutes, the Stanford University Mathematics Camp (SUMaC), the Stanford Summer Humanities Institute, the Summer Arts Institute, and the Stanford Medical Youth Science Program (SMYSP), altogether hosting over 1,800 high school students each summer. These programs serve students who are academically talented, motivated, and curious, and who are eager to share in an academically challenging and rewarding educational experience with others who value intellectual vitality and the enjoyment of learning. For more information, please see
JOB PURPOSE: Reporting to the Assistant Director of Finance and Administration, the Administrative Associate provides administrative support to Stanford Pre-Collegiate Studies academic enrichment programs and staff across multiple programs.

  • 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: Respond to high volume phone and email inquiries and take appropriate action based on department policies and procedures. Serve as a first point of contact for parents, applicants, and educators seeking information on SPCS programs. Along with others on the team, guide parents and applicants through the admissions process, assist with admissions and financial aid notifications, and process small program enrollments.
  • 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: contingent staff interviews and residential trainings, program events, and others as required.
  • Draft and/or generate routine communications; coordinate production (formatting, copying, etc.) and dissemination of documents, such as presentations, conference and seminar materials, complex reports, brochures, and displays. For example: student information packets, staff handbooks, and general announcements. 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. For example: research and purchase program supplies, course materials, and other equipment for participant use and oversee inventory and distribution of these items.
  • 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, For example: processing of LiveScan reports and driver authorization forms for contingent staff.
  • 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.
    Please submit a cover letter and resume to be considered for this position. Visa sponsorship is not available for this position. All candidates must be eligible to work in the U.S.
    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
  • 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.
  • 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, 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.

    Job: Administration

    Location: Stanford Pre-Collegiate Studies
    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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    Job No:
    Posted: 3/6/2018
    Application Due: 3/19/2018
    Work Type: