Administrative Associate

Job description

Administrative Associate

Stanford University

Job Number:

Salary Grade F
Admin Associate 3


Communication Department

Administrative Associate Job Posting

The Department of Communication in the School of Humanities and Sciences is seeking an Administrative Associate. This role will cross function as Student Services Assistant, Faculty Affairs Assistant, International Visitor Liaison, Event Coordinator and Research Participant Coordinator.

This is a diverse position which requires the use of multiple Stanford systems, it has an extremely steep learning curve and is physically located in the front office with lots of interruptions and traffic.
Preferred Qualifications:

  • Approaches work with enthusiasm and is driven to provide great service; adds value to the team through meaningful contributions, solutions and ideas.
  • Is flexible and adaptive to changing situations to achieve organizational objectives and goals; is comfortable with uncertainty and ambiguity.
  • Solves difficult problems with effective solutions and makes good decisions based on analysis, experience and judgement.
  • Is highly detail oriented with goal of producing final products that convey information with high level of accuracy.
Job Purpose
The Administrative Associate will provide administrative and operational support with limited supervision.
  • Manage course schedule. Schedule classes, sections and rooms. This requires detailed coordination with competing demands and priorities.
  • Coordinate faculty searches, including advertising, diversity planning, organizing job talks, preparing and mailing letters. Involves a high degree of accuracy, consistency, and record keeping.
  • Organize events, maintain the Communication Department section of the Stanford Bulletin and maintain content of the department web site.
  • Assist the Student Services Manager, must be able to handle sensitive situations maintaining strict confidentiality.
  • Other duties as assigned by Chair, department manager, or student services manager.
  • Expected to become the department expert on policies and procedures for postdoc, visiting scholar, visiting student researcher, and non-matriculated student appointments including the visa processes.
  • Work is performed in extremely dynamic work environment of the Communication front office. Must be able to work in close contact with other staff with constant interruption from students, faculty, and campus visitors seeking help and advice. Therefore should be flexible and cheerful and have the ability to interact with all levels of constituents and be able to deal gracefully to rapidly changing priorities.
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.
  • 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 and monitor routine maintenance services completion. Plan and coordinate office moves and/or minor renovation projects.

* - 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. Four year college degree preferred.

Knowledge, Skills and Abilities:
  • Advanced computer skills and demonstrated experience with office software and email applications. Proficiency in Microsoft Office required.
  • Requires excellent written and verbal communication skills.
  • Demonstrated success in following through and completing projects.
  • Excellent organizational skills and attention to detail.
  • Excellent customer service and interpersonal skills.
  • Ability to prioritize, multi-task, and possibly 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 object 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.

Working Conditions:
  • Rarely work on evenings and weekends, but Commencement Sunday is required.
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,

Final offers of employment are contingent upon successful completion of national criminal background check, national sex offender registry search and, where applicable, driving record.

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.


Location: School of Humanities and Sciences, 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: 7/12/2018
Application Due: 8/1/2018
Work Type: