Administrative and Finance Associate

Job description

Administrative and Finance Associate

Stanford University

Job Number:

Administrative Associate 4 Job Family: AdministrationJob Series: Administrative Associate Job Code: 4104 Grade: GExemption: Non-exempt Effective/Revision Date: 04/01/2015 Job Series Matrix URL: View PDF Note: Not all unique aspects of the job are covered by this job description THIS IS A 100% FTE FIXED-TERM POSITION. THE TERM CONCLUDES TWO YEARS FROM THE START DATE, AND MAY BE EXTENDED BASED ON CENTER'S NEED AND FUNDING AVAILABILITY.
The Center on Democracy, Development, and the Rule of Law (, a mid-sized research center at the Freeman Spogli Institute for International Affairs, conducts research and programming to advance democratic reform globally. The Administrative and Finance Associate will provide support to the faculty and programs in CDDRL. This position will perform finance functions, assist with grant proposals and post award activities, and work collaboratively as a member of the administrative team, coordinate events (some high profile). The ideal candidate will have a strong command of Stanford's financial systems and policies, as well as an interest in financial administration. They should be well organized, detail-oriented and able to work collaboratively with work colleagues. Job Purpose: Provide administrative, financial and 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.
  • Research and/or write background information for meetings. Participate in meetings on supervisor's behalf, inform after the fact.
  • 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.
  • 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 complex office moves. Plan and coordinate routine remodeling and renovations.
  • Analyze and review material and extract pertinent information for briefing purposes.
  • Positions at this level also include one or more of the following duties:
  • In conjunction with financial lead and/or principal investigator, assist with sponsored project research proposal submissions and post award administration.
  • Responsible for leading the administrative functions of a program or unit.
  • Perform human resources transactional support and/or faculty affairs support; coordinate or manage the visa process.
  • Serve as building coordinator.
  • Oversee or supervise day-to-day work of other administrative or support staff, student and/or temporary workers, including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, reviewing work for quality, timeliness, and providing performance review input.
  • *Note: Not all unique aspects of the job are covered by this job description For consideration, please submit resume and cover letter. Final candidates must complete a background check.
    Minimum Requirements:

    Education & Experience High school diploma and six years of administrative experience, or combination of education and relevant experience. Bachelor's degree desired. Knowledge, Skills and Abilities:
    • Advanced computer skills and demonstrated experience with office software and email applications.
    • Proven success in following through and completing projects.
    • Excellent organizational skills and attention to detail.
    • Excellent 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.
    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.
  • 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

  • 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.


    Location: Dean of Research, California, United States
    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.





    Diversity Profile: University



    View more

    Learn more on Inside Higher Ed's College Page for University

    Arrow pointing right
    Job No:
    Posted: 5/8/2018
    Application Due: 5/21/2018
    Work Type: