Administrative Associate

Job description



Administrative Associate

Stanford University

Job Number:
80381

Job Code: 4102
Grade: E


Job Purpose
The Office of Undergraduate Admission (UGA) seeks an Administrative Associate (AA) who will provide administrative support to an Assistant Dean of Marketing, Events and Yield and a team of admission officers.
Core Duties*

  • Respond to inquiries, determine and take appropriate action as required. Serve as a resource regarding a defined set of policies and procedures.
  • Work closely with multiple constituencies including high school counselors, University faculty, staff, alumni, VIPs.
  • Handle and deal with highly sensitive and confidential information.
  • Perform duties associated with scheduling and organizing conferences and domestic and international events (e.g., consortium travel sessions, regional information sessions, high school college fairs, admitted student receptions, Admit Weekend, etc.), including recommending vendors for services, assisting with the production and distribution of materials, coordinating logistics, and serving as liaison with internal and external vendors.
  • Draft and/or generate routine communications; coordinate production (formatting, copying, etc.) and dissemination of documents, such as presentations, conference and admission reception materials, complex reports, brochures, and displays.
  • Plan and schedule calendar(s) based on consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
  • Process and monitor routine financial transactions, which may include researching and resolving discrepancies.
  • May maintain inventory (within department and at offsite mailing vendor) of all print collaterals; obtain vendor quotations and place orders, as needed, to replenish supplies.
  • Compile and organize data from a variety of sources (including researching the internet) to serve as basis for strategic short and long-term admission process and programming reports.
  • Develop and/or maintain databases for a variety of programs and annual processes
  • (e.g., Counselor Fly-in, Teacher Tribute, college fair attendance, alumni volunteer activities, high school visits, etc.).
  • Assist with work overflow and provide back-up for other departmental administrative needs, including Credentials operations and front desk work.
*Other duties may also be assigned.

Minimum Education and Experience Required
High school diploma and four years of administrative experience, or combination of education and relevant experience (Bachelor's degree desirable).

Minimum Knowledge, Skills and Abilities Required
  • 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 routinely and independently exercise sound judgment in making decisions.

Certificates and Licenses Required
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.
*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.

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, http://adminguide.stanford.edu/.

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.


Job:

Location: Undergraduate Admissions: Financial Aid Office: Visitor Information Services, California, United States
Schedule:
Classification Level:

To be considered for this position please visit our web site and apply on line at the following link: stanfordcareers.stanford.edu

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: 1/2/2019
Application Due: 3/4/2019
Work Type:
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