Administrative Associate, WorkLife Financial Assistance Program

Job description

Administrative Associate, WorkLife Financial Assistance Program

Stanford University

Job Number:

Administrative Associate, WorkLife Financial Assistance Program

Administrative Associate 3, Level F

Stanford University is one of the world's premier academic and research institutions, devoting tremendous intellectual and physical resources toward the betterment of humanity. As a major Silicon Valley employer, Stanford seeks people committed to excellence and to improving our world. In turn, the university is committed to supporting its employees as they develop their careers and enrich their lives.

The WorkLife Office (WLO), a part of University Human Resources at Stanford University, supports the University's academic mission through innovative programs and services to assist faculty, staff, postdoctoral fellows, and students in navigating the competing demands of their work, study, personal and family lives. The WorkLife Office is responsible for serving as the university's author and steward of its dependent care strategy which stands out among Stanford's higher-education peers as a comprehensive and forward-thinking set of programs and services.

We are seeking an organized, detail-oriented, problem-solver as a Program and Administrative Associate to provide general administrative support to the WorkLife Office leadership and to provide program coordination for the various financial assistance programs delivered to the university community. These include the Faculty Child Care Assistance Program, Child Care Subsidy Grant, Adoption Assistance and Travel Grant programs. This position is located at our new Stanford Redwood City Campus.

Core Responsibilities:

Administer day-to-day activities of the WLO Financial Assistance Programs under the strategic guidance of WLO leadership.

  • Act as key contact and resource for program users and various UHR delivery partners. Thoughtfully work with customers/clients to address their questions throughout the process.

  • Work independently on the program timelines, client relationships, customers, reports, application processing, and claim escalations.

  • Process applications for eligibility processing which includes careful analysis and determination of eligibility using policy guidance, the review of highly confidential and sensitive financial information for clients, review and process claims for payment, regularly audit processes to revise and improve processes for greater efficiency, documents processes for cross-training, manages the storage and relevant destruction of program files.

  • Make independent decisions to approve/disapprove claims and bring forward escalations and issues for timely resolution. Represent decisions professionally and thoughtfully to gather client input to improve programs and processes while adhering to policy guidelines and leadership decisions.

  • Under the guidance of the WLO Portfolio Manager, collect, assemble and analyze data, create reports, review and explain trends, formulate and evaluates alternative solutions and/or recommendations to achieve the goals of the program.

  • Gather benchmarking trends to determine best practices and possible additions to policies. Applies finding to propose new processes and risk mitigation in order to strengthen overall grant program phases in partnership with the Portfolio Manager.

Serve as the “front line” for the WorkLife Office with clients seeking information, ensuring that tickets and requests for information are disseminated and followed up by appropriate WLO subject matter experts

  • Attend relevant UHR meetings to ensure relevant information and guidance is delivered back to the team

  • Partner with UHR teams to identify opportunities for coordination and efficiencies

  • Participate on UHR administrative team to support organization-wide events and initiatives

Provide general administrative support to WLO Senior Director and various other WLO team members, including scheduling meetings, preparing for and performing meeting logistics, following up with internal and external requests for information and time with WLO leadership. Coordinate multiple ongoing group meetings.

  • Composes and drafts documents for presentations, financial program communications, reports, perform editing and fact checking. Create, maintain, modify and ensure accuracy of content in various documents, reports, brochures, social media, and/or websites.

  • Organize and/or participate in outreach activities that may include communications, events, trainings, and/or conferences.

  • Participate in development and oversight of budgets and monitor and approve expenditures for the WLO financial programs. As requested, provide forecasts, scenarios, and recommendations

  • Conduct invoice verifications, expense report preparation, travel arrangements, PO development and payment, and expense tracking.

* - Other duties may also be assigned


  • High school diploma and four years of administrative experience, or combination of education and relevant experience.

  • Minimum of 2-4 years relevant experience, with 2 years working in a role that required direct customer interface; interface with diverse family populations desireable; some HR experience desirable.

Knowledge, Skills and Abilities

  • Experience providing support and administration for financial assistance programs of any kind desireable.

  • Highly competent user of MS Office (Word, Excel, Outlook, PowerPoint). Comfort with data manipulation and analysis.

  • Demonstrated expertise with HR management systems such as PeopleSoft/Oracle, data base manipulation and Internet research.

  • Strong project management and coordination skills including the ability to manage and prioritize the resources and tasks required to support simultaneous deliverables and delivery dates.

  • Strong communication skills, including experience and comfort speaking to individuals, with the demonstrated ability to field questions and react quickly to the dynamics of the conversation.

  • Ability to respond calmly and effectively to clients in a state of crisis or stress; ability to appropriately identify situations requiring referrals and intervention outside the scope of this role.

  • Ability to creatively seek out answers to questions, escalates concerns as warranted, and close the loop on outstanding items quickly and efficiently.

  • Must be a strong team player with the ability to establish effective working relationships with peers, subordinates and superiors through contributions in team settings, working groups and committees. Must adapt to shifting priorities.

  • Ability to work constructively and cooperatively with a wide variety of individuals including faculty, staff, and students, as well as children/families of varied and diverse backgrounds.

  • Ability to maintain confidentiality and integrity of all data and information and maintain professional boundaries with all constituencies.

  • Understanding of how to maintain fairness of all program access while appropriately addressing individual situations as appropriate.


  • Constantly perform desk-based computer tasks.

  • Frequently sitting.

  • Occasionally stand/walk, reach/work above shoulders, use a telephone, writing by hand, lift/carry/push/pull objects that weigh up to 10 pounds;

  • Rarely twist/bend/stoop/squat, sort/file paperwork or parts, lift/carry/push/pull objects that weigh 11-20 pounds.

    * - 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.


  • Very occasionally work evenings and weekends.

  • Location of this position is primarily at the Stanford Redwood City Campus requiring presence during core working hours with the need to occasionally be on main campus to support events.


  • 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,

    Additional Information
    • Schedule: Full-time
    • Job Code: 4103
    • Employee Status: Regular
    • Grade: F
    • Requisition ID: 82937


    Location: Human Resources Services, Redwood City, 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: 5/1/2019
    Application Due: 7/1/2019
    Work Type: