Administrative Associate

Job description

Administrative Associate

Stanford University

Job Number:

Stanford University is one of the world's premier academic and research institutions, devoting tremendous intellectual and physical resources toward the betterment of humanity. As a major Silicon Valley employer, Stanford seeks people committed to excellence and to improving our world. In turn, the university is committed to supporting its employees as they develop their careers and enrich their lives. We believe Stanford's future success will be shaped by the diverse perspectives, unique experiences, and inclusive culture of its community.

Under the Provost, a new office, tentatively named Digital Education & Innovation, will focus on digital learning and education innovation and dissemination as part of the long-range strategic plan for the University and led by a Special Assistant to the Provost. This new office will develop and implement Stanford's next digital and innovative education strategy and will connect with broader strategic aims of the university. The team will focus on extending educational access, solving fundamental problems in education related to equity, and increasing Stanford's impact far beyond campus. The office will serve as a university-wide digital learning incubator and will build collaboration and among several different Stanford schools and offices. Proactive, outbound approaches to educational partnerships will be a core function of the team, as we seek to solve critical problems and grand challenges in education.

The team will be hiring an Administrative Associate (AA), reporting to the Chief of Staff for the team, that will be responsible for a wide-range of operational and administrative support tasks. The AA will be an important member of this new team and will participate in strategic and long-term planning for the office. The position will support and manage administrative aspects of events and meetings for the team and for the Special Assistant to the Provost. The team will rely on this critical position for helping with travel, scheduling, financial transactions (purchasing and reimbursements, hiring, contracts, services agreements, vendors and procurement), budget monitoring and reporting, human resources transactions, and other core administrative duties. This role will also serve as a first point of contact in the office and electronically for the team. The AA will be a liaison with other operational offices including IT, FMS, the Registrar, etc.

A successful AA will be flexible and able to work in a fast-paced and ever-changing work environment. They will be able to work collaboratively and productively with all members of the team and with other university members and off-campus partners. The AA should be comfortable communicating with a variety of audiences, presenting a professional and customer-service oriented attitude at all times.


  • Act on behalf of the supervisor, department manager, or chair with 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.


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


  • 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 the job.


  • 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,

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 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. Stanford welcomes applications from all who would bring additional dimensions to the University's research, teaching and clinical missions.

Additional Information
  • Schedule: Full-time
  • Job Code: 4756
  • Employee Status: Regular
  • Grade: I
  • Department URL:
  • Requisition ID: 89356


Location: Other, Stanford, 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.

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Job No:
Posted: 4/29/2021
Application Due: 6/2/2021
Work Type: Full Time