Administrative Associate

Stanford University

Job Number: 88933

"This position is open to internal Stanford applicants only."

The Graduate Life Office (GLO), an office in the Dean of Students a division of the Vice Provost for Student Affairs unit (VPSA), is the central University office that provides support and resources to graduate students and student families by cultivating a sense of community to help students achieve their academic goals and meet their personal challenges. GLO serves all graduate students living on- and off-campus and focuses on welcoming and orienting students; developing educational, social, multicultural, and recreational programs; supporting and advising students who are experiencing personal difficulties; and responding to emergency situations. GLO administers residential programming and oversees the student residence staff in Escondido Village, Escondido Village Graduate Residences, Kennedy, Lyman, Munger, Off-campus subsidized apartments, and Rains Houses. GLO also oversees the Graduate Student Programming Board (GSPB).

Inclusion and diversity are integral to Stanford's commitment to excellence and Our Most Important Work. The Graduate Life Office is seeking an Administrative Associate to be the first point of contact for students, staff and faculty seeking services from GLO. This position will require superior customer services skills and the ability to work through issues independently in addition to providing administrative and operational support to GLO staff and programs. This individual must have a welcoming, professional demeanor and the ability to demonstrate sensitivity to students in crisis. The position will report to the Director of the Graduate Life Office.

In this role, you will:

Act on behalf of the office in regards to identifying and resolving complex administrative problems with flexibility and creativity.

Respond to service inquiries, triage requests for services and determine and take appropriate action as required. Serve as a resource regarding information about graduate student life at Stanford and make appropriate referrals.

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 events 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 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.

Perform human resources transactional support for student staff, e.g. , I9s, and payroll.

Maintain and organize student staff employment and training records and may include follow up with individual staff out of compliance.

* Other duties may also be assigned

To be successful in this role, 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.

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.

How to Apply:

For full consideration, submit your application, resume and cover letter.

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!

The job duties listed are typical examples of work performed by positions in this job classification and are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks, and responsibilities. Specific duties and responsibilities may vary depending on department or program needs without changing the general nature and scope of the job or level of responsibility. Employees may also perform other duties as assigned.

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.

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: 4102
• Employee Status: Regular
• Grade: E
• Requisition ID: 88933

Job:

Location: Vice Provost for Student Affairs, 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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