Administrative Associate

Job description

Administrative Associate

Stanford University

Job Number:

Who We Are
The Stanford University Graduate School of Education (GSE) is a top-ranked school of education, known for its prestigious faculty, rigorous graduate degree programs, and its impact on the quality of education across the world. The GSE is committed to developing leaders in education research, practice and policy. Our community includes over 60 faculty, 400 students, 200 staff, 14,000 alumni and countless people from the local and global communities we work with and impact. The work environment is dynamic, deadline-driven, fast-paced, and energetic.
This role will provide a range of administrative support for the Educational Neuroscience Initiative and GSE faculty who specialize in early childhood literacy. This includes both local work with partner schools as well as national and international collaborations with networks of researchers pursuing similar goals.

What You'll Do: As a member of the administrative staff at the GSE, you will join a dynamic and welcoming community where everyone has a chance to be a creative problem solver and move projects forward. Our administrative staff work together to support the teaching and research needs of our esteemed faculty. In this role supporting the Educational Neuroscience Initiative and faculty research in early childhood literacy, you would be responsible for independently managing a wide array of administrative tasks including (but not limited to), pre-award grant support (i.e. assistance with grant proposals, maintenance of faculty “Other Support” and CVs), processing a variety of financial transactions (such as reimbursements, vendor payments, etc.), managing conference and meeting logistics, and booking travel for faculty and visitors.

This position is a one-year fixed term position with the possibility of renewal and promotion.

Core duties will include (but are not limited to):

  • Act on behalf of the faculty in 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.

What You'll Bring:

To ensure the highest quality of customer service, we are looking for someone who possesses excellent interpersonal skills including tact, diplomacy and good judgement in interactions with University administrators, faculty, staff, and the community. This job requires working with all levels of our constituents, so it is important that you can demonstrate professional decorum as well as an ability to communicate and build relationships across broad audiences. A general willingness to approach opportunities with enthusiasm, energy, and creativity will take you far at the GSE.

Some additional requirements include:

Education & Experience:

High school diploma and three years of administrative experience (Bachelor's Degree preferred) or a combination of education and relevant experience.

Knowledge, Skills and Abilities:
  • Advanced computer skills with a working knowledge of applications such as Excel, Word, PowerPoint, Project Management Software.
  • Very strong interpersonal skills and a customer-service orientation.
  • Excellent communication skills (verbal and written) are a requirement.
  • Exceptional organizational skills and attention to detail.
  • Ability to coordinate and manage multiple projects with competing priorities, meet deadlines and project plans with short- and long-term end dates. Demonstrated success in following through and completing projects.
  • Ability to take initiative and ownership of projects, while still being open to new and creative solutions.

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!

How to Apply :
We invite you to apply for this position by clicking on the “Apply for Job” button. To be considered, you must submit a cover letter and resume along with your online application.
  • Finalist must successfully complete a background check prior to working at Stanford University.
  • Applicants to this position must be available to work in the United States without sponsorship for 2 years or more. OPT permit holders should confirm that they are eligible to work in the US at the Stanford GSE for two years or more.
  • We are hiring one (1) full time (100% FTE), benefits-eligible, fixed term Administrative Associate 3 (AA3) for one (1) year. Although not guaranteed, there will be potential for an extension/renewal following the initial 1 year contingent upon additional funding commitments and/or programmatic needs.

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.


Location: Graduate School of Education, 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: 6/10/2021
Application Due: 6/10/2033
Work Type: Full Time