Administrative Associate 3

Stanford University

Job Number: 81688



Job Family: Administration Job Series: Administrative Associate Exemption: Non-exempt
Note: Not all unique aspects of the job are covered by this job description
Job Code: 4103 Job Grade: F
JOB PURPOSE:
The Departments of Philosophy and Religious Studies seek an energetic and motivated Administrative Associate 3 to provide a broad range of administrative services to the departments, provide support to the Department Manager with faculty affairs, and to serve as receptionist for the Department of Philosophy. This position will also provide some administrative and marketing support to the Philosophy Talk Radio Program. This is an opportunity to work as a team player in a congenial and fast-paced environment within the School of Humanities and Sciences. There are approximately 40 faculty, 70 graduate students, 60 undergraduates and seven staff members in the combined departments.




This position will provide administrative or operational support with limited supervision. May be responsible for leading other administrative staff or subordinates. A successful person in this role should have a creative and artistic eye for design, be comfortable with creating and editing web content, and be an innovative problem solver that is willing to try new things and take initiative. Knowledge of advanced programs such as Adobe Creative Cloud (Photoshop, InDesign, Illustrator, etc.), Stanford-based systems, as well as experience with faculty affairs is highly desired. Completion of a college degree is preferred.



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 events 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.

May lead staff or supervise day-to-day work of student and/or temporary workers, including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, reviewing work for quality and timeliness, and providing performance review input. * - 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.




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




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 the 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.




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








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.







Job:

Location: School of Humanities and Sciences, 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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