Administrative Associate

Location
Stanford
Posted
Mar 06, 2018
Institution Type
Four-Year Institution


Administrative Associate

Stanford University

Job Number:
78138

CESTA: Applying technologies across Humanities and Social Sciences to enhance our understanding of the world.
The Center for Spatial and Textual Analysis (CESTA) is a pioneering research hub at Stanford, where researchers use and critique digital tools and methods to create new knowledge in cross-disciplinary humanistic inquiry. To learn more visit our website: https://cesta.stanford.edu/

CESTA is seeking a dedicated team member to provide administrative and operational support working under Center Directors' supervision. The position will support program needs within the Center to implement and administer the vision, strategy, and goals of the assigned academic entity/program(s). We are seeking someone who will be flexible and dynamic with keen attention to details.

This is a 1-year fixed-term position.

JOB PURPOSE:

Provide administrative or operational support with limited supervision. May be responsible for leading other administrative staff or subordinates.

CORE DUTIES*:
  • Act on behalf of the supervisor, department manager, or chair in regards to establishing priorities and identifying and resolving problems that are administrative in nature.
    • Provide administrative support as needed. May include maintaining workspace and technological needs of the Center, providing research administration/coordination, ensuring center processes, procedures, and documentation are met.
    • Work with relevant staff, postdocs, and students to coordinate visiting scholars as well as graduate and undergraduate student programs. Including administration of programs, responding to inquiries, promotional events/materials, and maintaining key communication streams.
  • Oversee and/or perform duties associated with scheduling, organizing, and operating complex conferences, seminars, and events, including arranging with vendors for services, overseeing the production and distribution of materials, administering logistics, and managing event within budget.
    • Coordinate and manage outreach and communications efforts of center activities, programs, and events. Including mailing lists, relevant databases, promotional materials, email, website, and social media.
  • Compose and draft documents and correspondence for presentations, course handouts, grants, conferences, seminars, and reports; perform substantial editing and fact checking. Create, maintain, modify, and/or ensure accuracy of content in various unit documents, displays, reports, brochures, social media, and/or websites.
  • Plan and schedule calendar(s) with limited consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
  • Create complex reports and spreadsheets which may utilize specialized software and systems.
  • Oversee and/or process a variety of complex financial transactions; produce, monitor, and reconcile budget statements; research, identify, and resolve discrepancies. May assist with capital or special equipment requests and/or vendor selection.
  • Coordinate and monitor routine maintenance services completion. Plan and coordinate office moves and/or minor renovation projects.
  • May lead staff or supervise day-to-day work of student and/or temporary workers, including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, reviewing work for quality and timeliness, and providing performance review input.
* - Other duties may also be assigned MINIMUM REQUIREMENTS:
Education & Experience:
High school diploma and four years of administrative experience, or combination of education and relevant experience.

Knowledge, Skills and Abilities:
  • Advanced computer skills and demonstrated experience with office software and email applications.
  • Demonstrated success in following through and completing projects.
  • Excellent organizational skills and attention to detail.
  • Strong verbal and written communication skills.
  • Excellent customer service and interpersonal skills.
  • Ability to prioritize, multi-task, and assign work to others.
  • Ability to take initiative and ownership of projects.
  • Ability to routinely and independently exercise sound judgment in making decisions.
Desired Knowledge, Skills and Abilities:
  • Experience with Qualtrics, HTML email (i.e. Mailchimp), Drupal, social media marketing and Adobe Creative Suite preferred or willingness to learn
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

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.

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 the job.



Job: Administration

Location: Dean of Research
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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