Office Administrative Associate

Job description

Office Administrative Associate

Stanford University

Job Number:

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

75% time position (30 hours per week). Provide administrative and operational support in the Anthropology Department at Stanford

  • 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. Under the supervision of the 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
    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

  • 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.

  • 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,

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

    Additional Information
    • Schedule: Part-time
    • Job Code: 4102
    • Employee Status: Regular
    • Grade: E
    • Requisition ID: 84134


    Location: School of Humanities and Sciences, Stanford, 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: 7/31/2019
    Application Due: 9/2/2019
    Work Type: