Campus Engagement Administrative Associate

Job description

Campus Engagement Administrative Associate🔍Other, Stanford, California, United States📁Administration📅Apr 07, 2021 Post Date📅89106 Requisition #JOB PURPOSE:

Stanford University’s Office of Campus Engagement is looking for a full time Administrative Associate (Administrative Associate 2) to provide administrative support working under the general supervision of the Associate Vice President for Campus Engagement.

The main job duties will be to support calendaring and logistics for AVP and project lead. This will include:

• Meeting calendaring / manage calendars for AVP and program manager

• Note-taking and preparing action items from meetings

• Manage inbox of queries and routine correspondence

• Organizing logistics for events, including virtual set-up, room reservations (for in-person events) and coordinating with vendors and appropriate campus offices for technical support

• Preferred: basic web support skills for routine content management updates

The Office of Campus Engagement in the Office of the President at Stanford University is dedicated to strengthening connections among the members of the campus community (primarily students, faculty, staff, and postdocs) and increasing ties to the university’s mission. The effort came out of the University’s Long-Range Planning process and is animated by the principle that the work of the university—discovery, understanding, interpretation, learning—depends on a lively, engaged, interconnected, inclusive community.

The work of the Office of Campus Engagement currently falls into three main areas:

• Strategic planning and pilot projects to reimagine the White Plaza region as a hub for social engagement, intellectual vitality, and community-building.

• Events and programmatic initiatives to connect the campus community and increase ties to mission.

• Policy development and implementation related to campus community matters.

CORE DUTIES:

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.
Maintain office supplies and equipment; obtain vendor quotations, as needed. Coordinate office moves.
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.
Maintain approved content on websites.
May perform human resources transactional support, e.g. time cards, I9s, and/or faculty affairs support.
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.

MINIMUM REQUIREMENTS:

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.

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.

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 excellent retirement plans, generous time-off, and family care resources.
• A healthier you. Climb our rock wall, swim in our Olympic-sized pool, or choose from hundreds of health and fitness classes at our world-class exercise facilities. We also provide highly competitive health care benefits.
• Discovery and fun. Stroll through historic sculptures, trails and museums.
• Enviable resources. Enjoy free commute 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.

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.

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.

Additional Information

• Schedule: Full-time
• Job Code: 4102
• Employee Status: Regular
• Grade: E
• Requisition ID: 89106

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