Event/Finance Coordinator, Taube Center for Jewish Studies (Administrative Associate 3)

Job description



Event/Finance Coordinator, Taube Center for Jewish Studies (Administrative Associate 3)

Stanford University

Job Number:
87504

Event/Finance Coordinator, Taube Center for Jewish Studies (Administrative Associate 3)

The School of Humanities and Sciences (H&S) is the center of a world-class liberal arts education at Stanford University. H&S encompasses 23 departments—from Art and Art History, English, and History to Economics, Mathematics, and Biology—as well as 23 interdisciplinary programs. As the university's largest school, H&S serves as the foundation of a Stanford undergraduate education no matter which discipline students pursue as a major. Graduate students work alongside world-renowned faculty to pursue and shape foundational research that leads to breakthroughs and discoveries that shed new light on the past, influence the present, and shape the future. Together, faculty and students in H&S engage in inspirational teaching, learning, and research every day.

The Taube Center for Jewish Studies offers an interdisciplinary program for the study and understanding of Jewish cultures, literatures, languages, religion, politics, and history. The Taube Center's mission includes three goals: 1) To promote research and the production of outstanding scholarship; 2) To offer Stanford students the opportunity to study Jewish history, Hebrew, Yiddish, and other Jewish languages and literatures, Talmudic Studies, and Sephardic Studies, and 3) To serve as an intellectual resource for the broader community.

Position Summary: The Taube Center for Jewish Studies is seeking an Events and Finance Coordinator. The Events and Finance Coordinator will work under general supervision of the Associate Director and must possess excellent communication and organizational skills and strong attention to detail. This position must also demonstrate an enthusiasm for learning new skills with the potential for career growth. The Administrative Associate for the Taube Center for Jewish Studies at Stanford University has responsibility for the following general areas: 1) support for seminars, colloquia, and special events programming; 2) financial reconciliation of the designated monthly expenditure report, processing on-line purchase requests, reimbursements, and paying vendors; 3) publications and communications; 4) general office and student academic programs support. The Administrative Associate will report to the Associate Director.

This is a 100% FTE, continuing position.

If you believe that this opportunity is a match for your knowledge, skills, and abilities, we encourage you to apply. Thank you for considering employment opportunities with the School of Humanities and Sciences.

Core Duties

  • 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.
  • 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.
  • Plan and schedule calendar(s) with limited consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
  • 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. Significant publications includes the Center's (near)-weekly online newsletter and our printed annual newsletter.
  • Act on behalf of the Associate Director or Faculty Director in regards to establishing priorities and identifying and resolving problems that are administrative in nature. This may include attendance at weekly office meetings.
  • Coordinate and monitor routine maintenance services completion. Plan and coordinate office moves and/or minor renovation projects.
  • May lead day-to-day work of up to two student and/or temporary workers, including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, and reviewing work for quality and timeliness.

Minimum Requirements

  • 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 including Microsoft Office and Adobe design software.
  • Excellent organizational skills, time management, and attention to detail.
  • Strong verbal and written communication skills.
  • Excellent customer service and strong interpersonal skills with ability to work well with faculty, students, donors, and guest speakers on a regular basis.
  • Ability to prioritize, multi-task, follow-up, and assign work to others.
  • Ability to take initiative and ownership of projects.
  • Ability to routinely and independently exercise sound judgment in making decisions.


Preferred requirements:
  • Bachelor's degree and two years of relevant experience or combination of education and relevant experience
  • Experience with Slack, Zoom, and Stanford on-line accounting and financial applications (Oracle).
  • Willingness to be flexible and maintain positivity in the face of last-minute changes: this includes potential moves between in-person and digital event-planning or other unexpected changes we may encounter.


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 his or her job.

Working Conditions
  • Occasional work on evenings and weekends.


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 .


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 17,000 staff. We seek talent driven 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, ridesharing incentives, discounts and more

Other duties may also be assigned, not all unique aspects of this job are covered by this job posting. A full job description will be shared during the interview process.

Stanford is an equal employment opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law,

Additional Information
  • Schedule: Full-time
  • Job Code: 4103
  • Employee Status: Regular
  • Grade: F
  • Requisition ID: 87504


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: 10/12/2020
Application Due: 10/29/2020
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