Administrative Associate

Job description

Administrative Associate

Stanford University

Job Number:

Student Affairs Job PostingAdministrative Associate 3
Job Family: AdministrationJob Code: 4103Grade: FExemption: Non-Exempt
Note: Not all unique aspects of the job are covered by this job description
Provide administrative or operational support with limited supervision to the Office of the Vice Provost for Student Affairs. Responsibilities include support for strategic planning, assessment, program review, communications, major events and special projects.

  • Provide administrative support for strategic planning, program review and assessment.
  • Oversee and/or perform duties associated with scheduling, organizing, and operating complex conferences, seminars, and all division-wide events, including the monthly Staff and Forum meetings, annual Sally Dickson Lecture, Staff Celebration, and the annual Student Affairs conference. Duties include maintaining the VPSA Event Calendar, arranging with vendors for services, overseeing the production and distribution of materials, administering logistics, and managing event within budget.
  • Act on behalf of the supervisor in regards to establishing priorities and identifying and resolving problems that are administrative in nature.
  • Provide administrative support to communications, including the VPSA communicators planning and meetings.
  • Compose and draft documents and correspondence for presentations, handouts, grants, conferences, seminars, and reports; editing and fact checking. Create, maintain, modify, and/or ensure accuracy of content in websites, various unit documents, displays, reports, and brochures.
  • Plan and schedule calendar(s) with limited consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
  • Support special projects including but not limited to: executive searches, assisting departments with new websites, Learning Grants, and Open Office Hours with ASSU and Administrators.
  • Create complex reports and spreadsheets which may utilize specialized software and systems.
  • Oversee and/or process a variety of complex financial transactions, including P-Card transactions; produce, monitor, and reconcile budget statements; research, identify, and resolve discrepancies.
  • Coordinate and monitor routine maintenance services completion. Order office supplies.
  • Greet visitors and refer to the appropriate staff.
  • Provide back-up support to the Executive Assistant to the Vice Provost, including Time & Leave Administration, as needed.
* - Other duties may also be assigned

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
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.
* - 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.
  • 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,
Applicants must submit a cover letter and resume with their application.
Experience a culture of excellence.
At Stanford University, not only are you part of an exceptional team that values innovation and education, but you also become part of a culture that brings out the best in you. Recently earning the top ranking in The Chronicle of Higher Education's list of "Great Colleges to Work For," Stanford University is an ideal setting for administrative professionals looking to advance their careers.
As one of the world's premier research institutions, Stanford University has launched hundreds of initiatives solely for the betterment of humanity. We are committed to fostering a workplace culture that promotes diversity, collaboration and professional growth. To learn more about the Stanford Community, visit:
We offer career development programs, competitive pay that reflects market trends and benefits that increase financial stability and promote healthy, fulfilling lives. To learn more about our outstanding benefits and unique perks visit:
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.
Finalist candidate must successfully pass a pre-employment background check.

Job Code: 4103 Salary Level: F


Location: Vice Provost for Student Affairs, 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.





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Job No:
Posted: 6/8/2018
Application Due: 7/11/2018
Work Type: