Skip to main content

This job has expired

Office Administrative Associate 2

Employer
Stanford University
Location
Stanford

View more

Job Details



Office Administrative Associate 2

Stanford University

Job Number:
81989

Department Office Administrative Associate
Administrative Associate 2
Job Code: 4102
Grade: E
Non-exempt
Note: Not all unique aspects of the job are covered by this job description

JOB PURPOSE:
Provide administrative and operational support in the Anthropology Department at Stanford. This position is 75% FTE.

CORE DUTIES*:
  • Respond to inquiries, and determine and take appropriate action as required. Serve as a resource regarding a defined set of policies and procedures.
  • Perform duties associated with scheduling, organizing, and operating conferences, seminars, and events, including recommending vendors for services, overseeing 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, course handouts, grant proposals, conference and seminar 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 guide and train student and/or contingent workers including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, and reviewing work for quality and timeliness.

    Specific duties include:

    For the Department of Anthropology: Manage front desk area, answer phones and handle walk-in inquiries. Handle the incoming/outgoing mail. Support other administrative staff as necessary in a variety of tasks, such as filing, bulk mailings, data entry, word processing. Under the supervision of the Research/Finance Manager initiate and track reimbursements related to faculty grant and travel expenses. Prepare/update departmental documents including quarterly department publication of faculty office hours and department student and faculty /staff directory.

    Help plan and organize department functions (holiday party, annual picnic, etc.). Work with various departmental staff to manage department events- symposia, class workshops. Create and post various announcements throughout department and via the department email lists. Assist in setups for special events such as Brown Bags, Colloquiums and departmental one-time events. Handle the Department's email account and respond as necessary.

    Provide clerical and other support as needed to faculty and staff. As requested by Office Manager, provide general faculty support including reimbursements, copying, limited secretarial needs, ordering of supplies for research projects, etc. Act as a back-up on departmental key card system, departmental equipment- Xerox, fax, mail meter, etc.
    * - Other duties may also be assigned
    MINIMUM REQUIREMENTS:
    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.
    Preferences: Proficiency in relevant software programs - MS Office, PeopleSoft, Oracle financials, Indesign is highly desirable.

    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.



    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.







    Copyright ©2017 Jobelephant.com Inc. All rights reserved.

    Posted by the FREE value-added recruitment advertising agency


    jeid-455518d3bf71f546aeaa12ed03051424

  • Organization

    Change the world. And yourself.

    Stanford University has changed the world, over and over again.

    We are one of Silicon Valley's largest employers - and also one of the most unique. Our mission is to educate future leaders and promote interdisciplinary, world-class research and teaching. This passion makes Stanford an intensely creative, rewarding, and challenging place to work. At the same time, our traditions of respect and collaboration sustain a humane, supportive environment in which to pursue your life and your career. 

    At Stanford you'll work with bright, diverse, dedicated people. You'll find encouragement to learn and grow. You'll enjoy excellent benefits and an outstanding environment.

    Stanford Facts at a Glance

    Opened 1891

    Student Enrollment

    • Undergraduates: 6,980
    • Graduates: 8,897

    Campus

    • 8,180 contiguous acres in six governmental jurisdictions
    • Nearly 700 major buildings
    • 97% of undergraduates live on campus

    Research

    • 5,300 externally sponsored projects
    • $1.33 billion total budget

    Faculty

    • 2,043 faculty members
    • 21 Nobel laureates are currently members of the Stanford community
    • 5:1 student to faculty ratio

    Stanford University is an Equal Employment Opportunity and Affirmative Action Employer and is committed to recruiting and hiring qualified women, minorities, protected veterans and persons with disabilities.

    Get job alerts

    Create a job alert and receive personalized job recommendations straight to your inbox.

    Create alert