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Administrative Associate

Stanford University

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Job Details

Administrative Associate
Office of External Relations, Stanford, California, United States

Schedule: Part-time
Job Code: 4103
Employee Status: Regular
Grade: F
Requisition ID: 92750

Stanford University, Office of Government Affairs and Hoover Institution - Washington, DC office.

Stanford University is one of the world's premier academic and research institutions, devoting tremendous intellectual and physical resources toward the betterment of humanity. 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.

The Office of Government Affairs (OGA) coordinates and facilitates Stanford's interactions with local, state and federal governments, as well as its relationship with neighboring communities. The Washington, DC OGA Office promotes the interests of the University's faculty, students and staff through contact with public officials, involvement with national associations, tracking of pertinent legislation and lobbying on behalf of the University on a wide variety of issues from education and immigration to funding for the basic sciences.

The Hoover Institution at Stanford is a public policy research center devoted to the advanced study of economics, politics, history, and political economy—both domestic and foreign—as well as international affairs. Founded in 1919 by Herbert Hoover before he became the thirty-first president of the United States, the Institution began as a repository of historical material gathered at the end of World War I. The library and archives have grown to be among the largest private repositories of documents on twentieth-century political and economic history. Over time the Institution expanded its mission from collecting archival material to conducting advanced research on contemporary history and economics and applying this scholarship to current public policy challenges. With its eminent scholars and world-renowned library and archives, the Hoover Institution seeks to improve the human condition by advancing ideas that promote economic opportunity and prosperity, while securing and safeguarding peace for America and all humanity.

Position Summary:

Provide administrative, and operational on-site support with limited supervision for the Office of Government Affairs and the Hoover Institution's Washington, DC Office. This is a part-time, 50% position.

In this role you will:
  • Perform office duties including, but not limited to, handling incoming and outgoing mail, entering data into basic tables/in-house software, reports, or spreadsheets, making copies and monitoring and ordering office supplies.
  • Plan and schedule calendar(s) with limited consultation, resolve calendaring conflicts, and arrange travel in compliance within unit and university policies. Coordinate and schedule meetings for OGA, Hoover, and other university officials.
  • Ensure a positive organizational image by providing courteous, friendly, and efficient service to all visitors and staff. Greet visitors and route them to appropriate individuals. Answer phones, respond to inquiries, and determine and take appropriate action as required.
  • Provide on-site support, such as check-ins, directions, equipment set-up, and parking for events and office visitors. Provide logistical support for Washington visits of Stanford administrators and or DC based OGA events.
  • Provide remote assistance as needed to OGA and Hoover staff on campus, assist in maintaining OGA and Hoover electronic files, and keep updated contact lists and databases.
  • Compose and draft documents, correspondence, presentations, and other resources for campus officials, perform substantial editing and fact checking.
  • Provide instruction to researchers requesting and using digital materials in Hoover's Library and Archives' Satellite Reading Room.
  • Serve as a resource regarding a defined set of policies and procedures for both OGA and Hoover.
  • Perform duties associated with scheduling, organizing, and operating events, including arranging with vendors for services, overseeing the production and distribution of materials, administering logistics, and managing events within budget.
  • Coordinate and monitor routine office maintenance services completion, including IT support.

To be successful in this role, you will bring:

Education & Experience:

Bachelor's degree and two 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 and multi-task.
  • Ability to take initiative and ownership of projects.
  • Ability to routinely and independently exercise sound judgment in making decisions.

In addition, preferred requirements include:
  • Familiarity with Capitol Hill and the federal legislative process.


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. We have a unique employee wellness program that is personalized to meet each employee's individual needs.
  • And much 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 the 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.

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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Change the world. And yourself.

Stanford University has changed the world, over and over again.

We are one of Silicon Valley's largest employers - and also one of the most unique. Our mission is to educate future leaders and promote interdisciplinary, world-class research and teaching. This passion makes Stanford an intensely creative, rewarding, and challenging place to work. At the same time, our traditions of respect and collaboration sustain a humane, supportive environment in which to pursue your life and your career. 

At Stanford you'll work with bright, diverse, dedicated people. You'll find encouragement to learn and grow. You'll enjoy excellent benefits and an outstanding environment.

Stanford Facts at a Glance

Opened 1891

Student Enrollment

  • Undergraduates: 6,980
  • Graduates: 8,897


  • 8,180 contiguous acres in six governmental jurisdictions
  • Nearly 700 major buildings
  • 97% of undergraduates live on campus


  • 5,300 externally sponsored projects
  • $1.33 billion total budget


  • 2,043 faculty members
  • 21 Nobel laureates are currently members of the Stanford community
  • 5:1 student to faculty ratio

Stanford University is an Equal Employment Opportunity and Affirmative Action Employer and is committed to recruiting and hiring qualified women, minorities, protected veterans and persons with disabilities.

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