Administrative Associate 3

Job description

Administrative Associate 3

Stanford University

Job Number:

Administrative Associate 3
Job Code: 4103
Grade: F
FTE: 100%, Exempt
Stanford Pre-Collegiate Studies

The Stanford Online High School (OHS) is an accredited, diploma-granting independent school, situated within Stanford University, serving students in grades 7-12. The OHS brings together academically talented and motivated students from around the world into a vibrant intellectual community with teachers who are passionate about their disciplines, accomplished in their fields, and above all, dedicated to teaching. In the live discussion seminar, a cornerstone of the OHS education, students and teachers engage in a rigorous academic program that develops the critical reasoning and argumentation skills essential for success at the collegiate level and beyond. Beyond the classroom, students and instructors continue to collaborate in a dynamic school community, centered on student clubs, activities, competitions, and student publications. The Stanford OHS offices are located on the university's Redwood City campus.

Stanford OHS seeks an Administrative Associate 3 to provide administrative and operational support with limited supervision. Reporting to the Director of Business Operations, you will contribute to the overall success of the school by establishing priorities and identifying and resolving administrative problems, and providing hands-on assistance and guidance to the Business Office Admin team. You will manage common administrative requests from other OHS offices and OHS instructors, and will handle complex travel reimbursements and financial transactions. As part of our friendly and collaborative team, you will also take the lead on identifying business needs, researching and choosing solutions, and examining current business practices to suggest improvements.

Your responsibilities include:

  • Review all requests and inquiries coming into the Business Office, and identify matters which need to be resolved urgently, those that can be addressed in a routine manner by the Administrative Associates in the department, and others that need to be escalated to the Financial Analyst or the Director of Business Operations.
  • Lead planning and logistics associated with school-wide events including on-campus workshops, Leadership Group meetings, and all-staff meetings.
  • Communicate and clarify business, finance, travel, and reimbursement policies, both in reply to queries and proactively as policies are updated or new staff join OHS.
  • Contribute to maintaining and updating various internal spreadsheets that track business purposes, purchase requests, etc.
  • Plan and schedule calendar(s) with limited consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies. You will be part of the team supporting OHS staff members in all aspects of business travel (from arranging flights and hotels to submitting their reimbursement requests). This includes arranging travel to on-campus meetings for staff with remote working agreements, as well as other staff's travel to conferences, OHS meetups, etc.
  • Create complex reports and spreadsheets which may utilize specialized software and systems.
  • Lead the Business Office Admin team in prioritizing and processing travel expenses, purchase order requisitions and P-card transactions, as well as identifying and resolving any discrepancies. Initiate and manage other reimbursement requests and expense reports, contribute to vendor selections, arrangements, and scheduling, and track event expenses.
  • Devote an average of up to four hours a month to fulfilling administrative functions for the Stanford Pre-Collegiate University-Level Online Math & Physics (ULO) program.
  • Guide the day-to-day work of the Business Office Admin team, assist with training and onboarding new business office staff, and provide on the job coaching as needed. This will include scheduling, assigning, and prioritizing workloads, and setting appropriate deadlines.
    To be successful in this position, you will bring:

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

    * 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.

    *Please note: Visa sponsorship is not available for this position. All candidates must be eligible to work in the U.S.

    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 17000 staff. We seek talent driven staff 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, ride-sharing 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.
    Additional Information
    • Schedule: Full-time
    • Job Code: 4103
    • Employee Status: Regular
    • Grade: F
    • Requisition ID: 84486


    Location: 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.

    Copyright ©2017 Inc. All rights reserved.

    Posted by the FREE value-added recruitment advertising agency





    Diversity Profile: University



    View more

    Learn more on Inside Higher Ed's College Page for University

    Arrow pointing right
    Job No:
    Posted: 8/30/2019
    Application Due: 10/30/2019
    Work Type: