Sr. Administrative Associate, External Relations, Stanford Law School
School of Law, Stanford, California, United States

Schedule: Full-time
Job Code: 4271
Employee Status: Regular
Grade: G
Requisition ID: 91873

External Relations is a collaborative joint department composed of a fundraising group, an alumni relations group, and an operations group, which work together to build and maintain relationships with Stanford Law School alumni, parents and friends to advance the school's mission. This is a growing team with several new positions being added this year to enhance the school's engagement with our alumni and donors and to support the evolving needs of the alumni community. This moment of evolution is an opportunity for the right candidate to help establish new and dynamic ways of working in a hybrid environment on projects critical to the department's future alongside a new Associate Dean eager to drive the entire team to new kinds of success.

In this position you will directly support the Associate Dean for External Relations with all administrative tasks. The Senior External Relations Administrator for the Office of External Relations has primary responsibility for providing a full range of administrative support to the Associate Dean for External Relations and the Director of Development Operations. You will interact with senior law school staff and officers of the university, lead volunteers and major donors, and will be often called upon to be the face of the Office of External Relations. You will serve as a mentor and resource for new administrative staff and coordinate on-boarding for all External Relations staff. Duties include orienting all new staff to the office, its policies, procedures, and general office conduct, and working with the law school human resources staff and senior External Relations managers to coordinate training needs and opportunities for new and current staff. In addition, you will also serve as External Relations' liaison to the law school IT and facilities staff and as the contact for key vendors and suppliers.

To be successful in this position, you must have the ability to manage up, to balance multiple tasks simultaneously and with grace, while also proactively and respectfully communicating boundaries. This role is a valuable position on the team and can be credited to helping to keep all of our proverbial wheels in motion.

CORE DUTIES:

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  Act on behalf of the Associate Dean and Director of Development Operations, in regards to establishing priorities and identifying and resolving problems that are administrative in nature.
  
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  Research and/or write background information for meetings. Participate in meetings on supervisor's behalf, inform after the fact.
  
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  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.
  
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  Compose and draft documents and correspondence for presentations, course handouts, grants, conferences, seminars, and reports; perform substantial research 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.
  
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  Plan and schedule calendar(s) without prior consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
  
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  Create complex reports and spreadsheets which may utilize specialized software and systems. Make recommendations based on reports.
  
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  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.
  
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  Coordinate complex office moves. Plan and coordinate routine remodeling and renovations.
  
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  Analyze and review material and extract pertinent information for briefing purposes.
  
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  Positions at this level also include one or more of the following duties:
  
  1. 
     Responsible for leading the administrative functions of a program or unit.
     
  2. 
     Perform human resources transactional support and/or faculty affairs support; coordinate or manage the visa process.
     
  3. 
     Serve as building coordinator.
     
  4. 
     Oversee or supervise day-to-day work of other administrative or support staff, student and/or temporary workers, including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, reviewing work for quality, timeliness, and providing performance review input.
     

MINIMUM REQUIREMENTS:

Education & Experience:

High school diploma and six years of administrative experience, or combination of education and relevant experience.

Knowledge, Skills and Abilities:

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  Advanced computer skills and demonstrated experience with office software and email applications.
  
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  Proven success in following through and completing projects.
  
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  Excellent organizational skills and attention to detail.
  
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  Excellent verbal and written communication skills.
  
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  Excellent customer service and interpersonal skills.
  
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  Ability to prioritize, multi-task, and assign work to others.
  
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  Ability to take initiative and ownership of projects.
  
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  Ability to routinely and independently exercise sound judgment in making decisions.
  

* - 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.

WORK STANDARDS:

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  Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clients and with external organizations.
  
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  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.
  
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  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.
  

Stanford Law School seeks to hire the best talent and to promote a safe and secure environment for all members of the university community and its property. To that end, new staff hires must successfully pass a background check prior to starting work at Stanford University.


To be considered for this position please visit our web site and apply on line at the following link: https://apptrkr.com/2583898

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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