Administrative Associate 2

Job description

Administrative Associate 2

Stanford University

Job Number:

Administrative Associate 2
Job Code: 4102
Grade: E
50% FTE
3 year fixed term

The VMware Women's Leadership Innovation Lab at Stanford University generates foundational research to advance women's leadership by diagnosing barriers, developing and evaluating interventions to get beyond barriers, and disseminating research-based solutions by bridging the gap between research and practice. The Administrative Associate 2 is part of a dynamic team of research and administrative experts focused on conducting basic and applied research to accelerate change and acting as a hub for change.


  • Respond to inquiries, and determine and take appropriate action as required. Determine how to respond to inquiries (media, meeting requests, information requests) and who to address to.
  • Assist with bi-annual Corporate Affiliates Meeting attended by ~300 participants, including recommending vendors for services, overseeing the production and distribution of materials, coordinating logistics, and serving as liaison with internal and external vendors. Order catering, print and manage materials, coordinate room set up and registration process. Coordinate lunches for special purposes (e.g. Visiting speaker, staff lunches/events).
  • Generate and maintain routine communications; coordinate production (formatting, copying, etc.) and dissemination of documents. Manage Lab Corporate Affiliates materials - maintaining stock, re-ordering copies, and checking for current branding. Maintain approved content on websites under supervision.
  • Manage complex calendar requests with external and internal stakeholders and manage travel arrangements in compliance with unit, university, and sponsor policies.
  • Process and monitor routine financial transactions-including P-card and expense reimbursements.
  • Maintain office supplies and equipment as needed; obtain vendor quotations, as needed.
  • May serve as the point of contact for general maintenance, health and safety, and other facility concerns within the unit(s); report any incidents or potential safety problems to appropriate representatives. Track completion of required training.
  • May perform human resources transactional support, e.g. time cards, I9s, and/or faculty affairs support.
  • 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.
    * - Other duties may also be assigned
    Education & Experience:
    High school diploma and three years of administrative experience, or combination of education and relevant experience.

    Knowledge, Skills and Abilities:
  • Excellent communication skills - ability to communicate with faculty and with high level external stakeholders.
  • Proficient computer skills and demonstrated experience with office software and email applications.
  • Demonstrated success in following through and completing 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.
  • Interest in working in a team-based environment.

    Certifications and Licenses:

    Why Stanford is for You
    Imagine a world without search engines or social platforms. Consider lives saved through first-ever organ transplants and research to cure illnesses. 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.
  • Discovery 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 along with your online application. Your one-page cover letter should briefly describe your background in customer service and provide examples of your experience with attention to detail, responsiveness, and decision-making.

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


    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: 3/25/2019
    Application Due: 4/18/2019
    Work Type: