Administrative Associate

Job description

Administrative Associate

Stanford University

Job Number:

Administrative Associate
Job Code: 4102
Job Grade: E
FTE: 100%, Non-exempt
Distinguished Careers Institute, Program Administrator

Distinguished Careers Institute
The Stanford Distinguished Careers Institute (DCI) program brings 25-35 established leaders to Stanford for a year-long program of intellectual exploration, renewal and preparation for the next phase of their lives. It provides an opportunity for highly accomplished individuals who are eager to transform themselves for roles with social impact at the local, national, and global levels. We believe that higher education can play a role for those who have already been successful in one or more career pathways and who are looking for a new direction.

The Stanford Distinguished Careers Institute (DCI) Program Administrator is currently seeking a full-time Administrative Associate to provide clerical and operational support to the DCI. A key element of the program is the formation of a new and lasting community for the participants both during their year at Stanford and beyond. To this end, the program brings the participants together frequently for seminars, colloquia, community events and other gatherings. This position provides crucial infrastructure support for these and other activities and is critical for our success in meeting our community building goals. You will schedule meetings, organize events and help oversee conferences, meetings and campus events. You will serve as a liaison for vendors and administrators on campus. You will process routine financial transactions for event expenses and reconcile the monthly expenditure statement. Are you flexible? Do you have strong organizational skills? Do you have strong customer support skills and a “can do” attitude? Then this position may be the right fit for you!

Your responsibilities include:

  • Performing all duties associated with event planning for DCI programming and meeting planning for DCI staff.
  • Securing venues and caterers and serve as the point of contact.
  • Timely response to inquiries for 30-35 DCI Fellows and Partners and to take appropriate action as required.
  • Composing, formatting, preparing and distributing routine communications and materials.
  • Providing accurate and timely processing of financial transactions.
  • Maintaining office supplies and equipment, obtaining vendor quotes for DCI staff.
  • May serve as the point of contact for general maintenance, health and safety, and facility concerns within the DCI department.
  • Flexibility in completing any other assigned duties.

    To be successful in this position, you will bring:
  • A high school diploma and three years of administrative experience, or combination of education and relevant experience.
  • Proficiency in computer skills and demonstrated experience with office software and email/calendar 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.

    In addition, preferred requirements include:
  • Stanford administrative experience preferred.

    Why Stanford is for You
    Imagine a world without search engines or social platforms. Stanford University has revolutionized the way we live and enrich the world. Supporting this mission is our diverse and dedicated 17,000 staff. We seek talent driven to impact the future of our legacy. Our culture and unique perks empower you with:
    Freedom to grow. We offer career development programs, tuition reimbursement, or audit a course. Join a TedTalk, film screening, or listen to a renowned author or global leader speak.
    A caring culture. We provide superb retirement plans, generous time-off and family care resources.
    A healthier you. Climb our rock wall or choose from hundreds of health or fitness classes at our world-class exercise facilities. We also provide excellent health care benefits.
    Discover and fun. Stroll through historic sculptures, trails and museums.
    Enviable resources. Enjoy free commuter programs, ridesharing incentives, discounts and more!

    How to Apply
    We invite you to apply for this position by clicking on the “Apply for Job” button. To be considered, please submit a cover letter and resume with your online application. Your one-page cover letter should briefly describe your background in the administrative field and provide examples of your experience with administrative processes and event planning, as well as your attention to detail, organizational skills, responsiveness and decision-making.


    Location: Continuing Studies and Summer Session, 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: 12/5/2018
    Application Due: 1/17/2019
    Work Type: