Administrative Associate 3

Job description



Administrative Associate 3

Stanford University

Job Number:
84256


Administrative Associate 3 - Division of Literatures, Cultures and Languages




Job Family: Administration

Job Series: Administrative Associate

Job Code: 4103
Grade: F
Exemption: Non-exempt

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

The Division of Literatures, Cultures, and Languages (DLCL) in the School of Humanities and Sciences at Stanford University brings together scholars dedicated to the study and teaching of literatures, cultures, and languages, from humanistic and interdisciplinary perspectives. The DLCL is made up of six academic departments: itself, Comparative Literature, French and Italian, German Studies, Iberian and Latin American Cultures (ILAC), and Slavic Languages and Literatures. We seek to hire an exceptional candidate with the motivation, skills and experience to make a positive impact and to maintain the Division's high level of excellence.
JOB PURPOSE:
This role provides administrative support for DLCL including working with managers and other staff to produce high-quality events. Examples of this work are include the responsibility to write, edit, proofread, and schedule select marketing communications which adhere to Division's brand strategy for a variety of channels (i.e., web, print, email, and social media). As an individual contributor this role, will plan and manage logistics for seminars, lectures, conferences, colloquia, class field trips, and other university-related events. This is a busy position requiring a high level of professionalism, productivity, accuracy, initiative, sound judgment and decision-making, attention to detail and follow-through. As a collaborator with a variety of academic departments and business units, the events coordinator will have a keen understanding of how the university functions and will be expected to develop and maintain knowledge of the Division's partnerships, priorities, and activities. May be responsible for overseeing student and/or temporary workers.
CORE DUTIES*:

  • Act on behalf of the supervisor, department manager, or chair in regards to establishing priorities and identifying and resolving problems that are administrative in nature.
  • Oversee and/or perform duties associated with scheduling, organizing, and operating complex conferences, seminars, and events, including arranging with vendors for services, overseeing the production and distribution of materials, administering logistics, and managing event within budget.
  • Compose and draft documents and correspondence for presentations, course handouts, grants, conferences, seminars, and reports; perform substantial editing and fact checking. Create, maintain, modify, and/or ensure accuracy of content in various unit documents, displays, reports, brochures, social media, and/or websites.
  • Plan and schedule calendar(s) with limited consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
  • Create complex reports and spreadsheets which may utilize specialized software and systems.
  • Oversee and/or process a variety of complex financial transactions; produce, monitor, and reconcile budget statements; research, identify, and resolve discrepancies. May assist with capital or special equipment requests and/or vendor selection.
  • Coordinate and monitor routine maintenance services completion. Plan and coordinate office moves and/or minor renovation projects.
  • May lead staff or supervise day-to-day work of student and/or temporary workers, including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, reviewing work for quality and timeliness, and providing performance review input. * - Other duties may also be assigned


    MINIMUM REQUIREMENTS:
    Education & Experience:
    High school diploma and four years of administrative experience, or combination of education and relevant experience.

    Knowledge, Skills and Abilities:



    • Advanced computer skills and demonstrated experience with office software and email applications.
    • Demonstrated success in following through and completing projects.
    • Excellent organizational skills and attention to detail.
    • Strong verbal and written communication skills.
    • Excellent customer service and interpersonal skills.
    • Ability to prioritize, multi-task, and assign work to others.
    • Ability to take initiative and ownership of projects.
    • Ability to routinely and independently exercise sound judgment in making decisions.

    Certifications and Licenses:
    None

    PHYSICAL REQUIREMENTS*:
    • Constantly perform desk-based computer tasks.
    • Frequently sitting.
    • Occasionally use a telephone.
    • Rarely lift/carry/push/pull objects that weigh up to 50 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 his or her 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://apptrkr.com/get_redirect.php?id=1570548&targetURL=




      Job Family: Administration

      Job Series: Administrative Associate

      Job Code: 4103
      Grade: F
      Exemption: Non-exempt

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

      The Division of Literatures, Cultures, and Languages (DLCL) in the School of Humanities and Sciences at Stanford University brings together scholars dedicated to the study and teaching of literatures, cultures, and languages, from humanistic and interdisciplinary perspectives. The DLCL is made up of six academic departments: itself, Comparative Literature, French and Italian, German Studies, Iberian and Latin American Cultures (ILAC), and Slavic Languages and Literatures. We seek to hire an exceptional candidate with the motivation, skills and experience to make a positive impact and to maintain the Division's high level of excellence.
      JOB PURPOSE:
      This role provides administrative support for DLCL including working with managers and other staff to produce high-quality events. Examples of this work are include the responsibility to write, edit, proofread, and schedule select marketing communications which adhere to Division's brand strategy for a variety of channels (i.e., web, print, email, and social media). As an individual contributor this role, will plan and manage logistics for seminars, lectures, conferences, colloquia, class field trips, and other university-related events. This is a busy position requiring a high level of professionalism, productivity, accuracy, initiative, sound judgment and decision-making, attention to detail and follow-through. As a collaborator with a variety of academic departments and business units, the events coordinator will have a keen understanding of how the university functions and will be expected to develop and maintain knowledge of the Division's partnerships, priorities, and activities. May be responsible for overseeing student and/or temporary workers.
      CORE DUTIES*:
    • Act on behalf of the supervisor, department manager, or chair in regards to establishing priorities and identifying and resolving problems that are administrative in nature.
    • Oversee and/or perform duties associated with scheduling, organizing, and operating complex conferences, seminars, and events, including arranging with vendors for services, overseeing the production and distribution of materials, administering logistics, and managing event within budget.
    • Compose and draft documents and correspondence for presentations, course handouts, grants, conferences, seminars, and reports; perform substantial editing and fact checking. Create, maintain, modify, and/or ensure accuracy of content in various unit documents, displays, reports, brochures, social media, and/or websites.
    • Plan and schedule calendar(s) with limited consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
    • Create complex reports and spreadsheets which may utilize specialized software and systems.
    • Oversee and/or process a variety of complex financial transactions; produce, monitor, and reconcile budget statements; research, identify, and resolve discrepancies. May assist with capital or special equipment requests and/or vendor selection.
    • Coordinate and monitor routine maintenance services completion. Plan and coordinate office moves and/or minor renovation projects.
    • May lead staff or supervise day-to-day work of student and/or temporary workers, including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, reviewing work for quality and timeliness, and providing performance review input.
    * - Other duties may also be assigned


    MINIMUM REQUIREMENTS:
    Education & Experience:
    High school diploma and four years of administrative experience, or combination of education and relevant experience.

    Knowledge, Skills and Abilities:



    • Advanced computer skills and demonstrated experience with office software and email applications.
    • Demonstrated success in following through and completing projects.
    • Excellent organizational skills and attention to detail.
    • Strong verbal and written communication skills.
    • Excellent customer service and interpersonal skills.
    • Ability to prioritize, multi-task, and assign work to others.
    • Ability to take initiative and ownership of projects.
    • Ability to routinely and independently exercise sound judgment in making decisions.

    Certifications and Licenses:
    None

    PHYSICAL REQUIREMENTS*:
    • Constantly perform desk-based computer tasks.
    • Frequently sitting.
    • Occasionally use a telephone.
    • Rarely lift/carry/push/pull objects that weigh up to 50 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 his or her 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://apptrkr.com/get_redirect.php?id=1570548&targetURL= and decision-making, attention to detail and follow-through. As a collaborator with a variety of academic departments and business units, the events coordinator will have a keen understanding of how the university functions and will be expected to develop and maintain knowledge of the Division's partnerships, priorities, and activities. May be responsible for overseeing student and/or temporary workers.
      CORE DUTIES*:
    • Act on behalf of the supervisor, department manager, or chair in regards to establishing priorities and identifying and resolving problems that are administrative in nature.
    • Oversee and/or perform duties associated with scheduling, organizing, and operating complex conferences, seminars, and events, including arranging with vendors for services, overseeing the production and distribution of materials, administering logistics, and managing event within budget.
    • Compose and draft documents and correspondence for presentations, course handouts, grants, conferences, seminars, and reports; perform substantial editing and fact checking. Create, maintain, modify, and/or ensure accuracy of content in various unit documents, displays, reports, brochures, social media, and/or websites.
    • Plan and schedule calendar(s) with limited consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
    • Create complex reports and spreadsheets which may utilize specialized software and systems.
    • Oversee and/or process a variety of complex financial transactions; produce, monitor, and reconcile budget statements; research, identify, and resolve discrepancies. May assist with capital or special equipment requests and/or vendor selection.
    • Coordinate and monitor routine maintenance services completion. Plan and coordinate office moves and/or minor renovation projects.
    • May lead staff or supervise day-to-day work of student and/or temporary workers, including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, reviewing work for quality and timeliness, and providing performance review input.
    * - Other duties may also be assigned


    MINIMUM REQUIREMENTS:
    Education & Experience:
    High school diploma and four years of administrative experience, or combination of education and relevant experience.

    Knowledge, Skills and Abilities:



    • Advanced computer skills and demonstrated experience with office software and email applications.
    • Demonstrated success in following through and completing projects.
    • Excellent organizational skills and attention to detail.
    • Strong verbal and written communication skills.
    • Excellent customer service and interpersonal skills.
    • Ability to prioritize, multi-task, and assign work to others.
    • Ability to take initiative and ownership of projects.
    • Ability to routinely and independently exercise sound judgment in making decisions.

    Certifications and Licenses:
    None

    PHYSICAL REQUIREMENTS*:
    • Constantly perform desk-based computer tasks.
    • Frequently sitting.
    • Occasionally use a telephone.
    • Rarely lift/carry/push/pull objects that weigh up to 50 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 his or her 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://apptrkr.com/get_redirect.php?id=1570548&targetURL=
      CORE DUTIES*:
    • Act on behalf of the supervisor, department manager, or chair in regards to establishing priorities and identifying and resolving problems that are administrative in nature.
    • Oversee and/or perform duties associated with scheduling, organizing, and operating complex conferences, seminars, and events, including arranging with vendors for services, overseeing the production and distribution of materials, administering logistics, and managing event within budget.
    • Compose and draft documents and correspondence for presentations, course handouts, grants, conferences, seminars, and reports; perform substantial editing and fact checking. Create, maintain, modify, and/or ensure accuracy of content in various unit documents, displays, reports, brochures, social media, and/or websites.
    • Plan and schedule calendar(s) with limited consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
    • Create complex reports and spreadsheets which may utilize specialized software and systems.
    • Oversee and/or process a variety of complex financial transactions; produce, monitor, and reconcile budget statements; research, identify, and resolve discrepancies. May assist with capital or special equipment requests and/or vendor selection.
    • Coordinate and monitor routine maintenance services completion. Plan and coordinate office moves and/or minor renovation projects.
    • May lead staff or supervise day-to-day work of student and/or temporary workers, including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, reviewing work for quality and timeliness, and providing performance review input.
    * - Other duties may also be assigned


    MINIMUM REQUIREMENTS:
    Education & Experience:
    High school diploma and four years of administrative experience, or combination of education and relevant experience.

    Knowledge, Skills and Abilities:



    • Advanced computer skills and demonstrated experience with office software and email applications.
    • Demonstrated success in following through and completing projects.
    • Excellent organizational skills and attention to detail.
    • Strong verbal and written communication skills.
    • Excellent customer service and interpersonal skills.
    • Ability to prioritize, multi-task, and assign work to others.
    • Ability to take initiative and ownership of projects.
    • Ability to routinely and independently exercise sound judgment in making decisions.

    Certifications and Licenses:
    None

    PHYSICAL REQUIREMENTS*:
    • Constantly perform desk-based computer tasks.
    • Frequently sitting.
    • Occasionally use a telephone.
    • Rarely lift/carry/push/pull objects that weigh up to 50 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 his or her 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, http://adminguide.stanford.edu.
    Additional Information
    • Schedule: Part-time
    • Job Code: 4103
    • Employee Status: Regular
    • Grade: F
    • Requisition ID: 84256


    Job:

    Location: School of Humanities and Sciences, 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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    Job No:
    Posted: 8/9/2019
    Application Due: 9/2/2019
    Work Type:
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