Administrative Associate BeWell

Job description

Administrative Associate BeWell

Stanford University

Job Number:


Stanford's Department of Athletics, Physical Education and Recreation (“DAPER”) supports the campus Recreation and Wellness initiatives. The core tenets of the Departments culture, “The DAPER Way” are: Embrace Scholar-Athleticism, Pursue and Revere Excellence, Lead With Courage, and Work Cohesively. All department actions and employees are guided by these principles.
The Department of Recreation and Wellness is comprised of four divisions: Health and Human Performance (HHP), Recreation, Wellness, and Business Operations. They complement each other by meeting the needs of different students, faculty and staff, while offering a wide range of quality programs which encourage and facilitate all participants to realize opportunities for physical fitness, health and well-being.
This position is responsible for the day-to-day operations of the Stanford BeWell Program (BeWell) related to communication (phone, email, live chat and walk-in) and assisting with BeWell programs and special events. This position is responsible for working with the BeWell Team to maintain the high level of participation satisfaction within the program.

Operations (60%)

  • Answer the daily BeWell Stanford communications, via phone, email, live chat or walk-in (1 business day guaranteed response for phone and email)
  • Provide front office welcome and assistance to those entering Recreation and Wellness office space
  • Serve as central point of contact for BeWell screeners and coaches with participant program questions
  • Compile and communicate program issues and bugs with BeWell team members, communications team and IT team
  • Work with Health Improvement Program and Stanford Recreation & Wellness to assist participants during registration times
  • Manage the distribution of supplies related to the BeWell Walkers program
  • Perform berry uploads for individual berry credit from all BeWell partners, and approval of validation forms within 2 business days of submission
  • Coordinate the distribution of BeWell related materials and giveaways following special events
  • Maintain the berry calendar of events for the BeWell website by working closely with partner programs to monitor all one-time berry-eligible classes and workshops.
    Programming (30%)
  • Assist with the coordination and execution of all BeWell special events, Cardinal Walk, Annual Employee Wellness Fair, Sharing Wellness, Harvest Festival and BeWell ticket promotions with Athletics
  • Assist with projects related to special events
  • Provide other department partners on campus annual program related documents and information (i.e. Learning and Organizational Effectiveness, WorkLife, The Help Center, EH&S, etc)
  • Present weekly at New Hire Orientation
    Other (10%)
  • Submit payroll file to Payroll department for processing of BeWell incentive payments
  • Assist with BeWell programming (monitoring BeWell workshops, healthy work environment meetings and others as they arise)
  • Assist with ordering of program and office supplies
  • Maintain a current certification in HIPPA policies to ensure secure access to all medically-related information in dealing with the BeWell employee incentive program
    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:

  • 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,

    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 characteristics protected by law.


    Location: Recreation and Wellness, 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: 6/14/2018
    Application Due: 8/14/2018
    Work Type: