Administrative Associate 2

Job description



Administrative Associate 2

Stanford University

Job Number:
83375

Administrative Associate 2

Job Family: Administration

Job Series: Administrative Associate

Job Code: 4102

Grade: E

Exemption: Non-exempt

Effective/Revision Date: 04/01/2015

Job Series Matrix URL: View PDF


THIS IS A 100% FTE FIXED-TERM POSITION. THE TERM CONCLUDES ONE YEAR FROM THE START DATE, AND MAY BE EXTENDED BASED ON PROGRAM NEED AND FUNDING AVAILABILITY.


FOR CONSIDERATION, PLEASE SUBMIT RESUME AND COVER LETTER. ALL FINAL CANDIDATES MUST COMPLETE A BACKGROUND CHECK.


Note: Not all unique aspects of the job are covered by this job description


The Poverty, Violence and Governance Laboratory at the Freeman Spogli Institute for International Studies was created in 2010 to develop action-oriented research aimed at reducing violent crime, improving the quality and accountability of law enforcement and justice institutions, and curbing human rights abuses. The Lab's work is anchored in state-of-the-art methodologies, multidisciplinary work, and innovative on-the-ground research and training.


The position will serve in an administrative support role primarily reporting to the director of the Poverty, Violence and Governance Laboratory, assisting with calendaring, travel schedule and reimbursements, event planning, presentations, website maintenance and help with administration of the Lab's federal grants. This position will also support a second scholar at 25% time within the Center for International Security and Cooperation, performing similar duties.


JOB PURPOSE:

Provide administrative or operational support working under general supervision.


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.

  • Maintain office supplies and equipment; obtain vendor quotations, as needed. Coordinate office moves.

  • 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.

  • Maintain approved content on websites.

  • 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


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.



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.


WORKING CONDITIONS:


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, https://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.



Additional Information

  • Schedule: Full-time
  • Job Code: 4102
  • Employee Status: Fixed-Term
  • Grade: E
  • Requisition ID: 83375


Job:

Location: Dean of Research, Stanford, 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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