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Administrative Associate (Hybrid Opportunity)

Employer
Stanford University
Location
School of Humanities and Sciences, Stanford, California, United States

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Employment Type
Full Time
Institution Type
Four-Year Institution

Job Details

Administrative Associate (Hybrid Opportunity)🔍School of Humanities and Sciences, Stanford, California, United States📁Administration📅Jun 17, 2024 Post Date📅103652 Requisition #Administrative Associate (Hybrid Opportunity)

The School of Humanities and Sciences (H&S) is the foundation of a liberal arts education at Stanford. The school encompasses 24 departments and 25 interdisciplinary programs. H&S is home to fundamental and applied research, where free, open, and critical inquiry is pursued across disciplines. As the university’s largest school, H&S serves as the foundation of a Stanford undergraduate education no matter which discipline students pursue as a major. Graduate students work alongside world-renowned faculty to pursue and shape foundational research that leads to breakthroughs and discoveries that shed new light on the past, influence the present, and shape the future. Together, faculty and students in H&S engage in inspirational teaching, learning, and research every day.

Department Description: One of the founding departments of Stanford University in 1891, the Department of English consists of 30+ world renowned Academic Council faculty, experienced and accomplished lecturers, 100+ undergraduate majors and minors, and 50+ graduate students. It is home to the Center for the Study of the Novel, the Literary Lab, and the world-renowned Creative Writing Program.

We are a highly collaborative team in a multi-unit (English Department, American Studies Program, the Program in Feminist, Gender, and Sexuality Studies, and Modern Thought and Literature) where we work together to maintain a positive working experience for all our team members and where opportunities for professional growth are supported.

Position Summary: The Administrative Associate will provide mainly financial support for the English Department and general operational support for the multi-unit as needed. The ideal candidate is a friendly and dependable employee with a strong drive to learn and with the ability to multi-task independently in a busy in-office and remote environment. Reporting to the Assistant Director of Finance (ADF), the incumbent will:

· Oversee and process financial transactions including reimbursement of expenses, verifications on travel card and purchasing card transactions, invoice payments, and service payments under the supervision of the ADF.

· Assist the ADF with inquiries and the execution of faculty, staff, and visitor’s complex and detailed travel arrangements both on campus and for domestic and international expenses.

· Contribute to the continuous development and maintenance of the financial procedures and guidelines established.

· Possess the ability to research, identify, and resolve problems that are administrative in nature with guidance from the ADF, other managers within the department, and/or the Director of Finance and Operations (DFO) as needed.

· Assist and/or participate in outreach activities including developing communications, planning/promoting department events and conferences, purchasing/reservations, and reconciling the event budget and associated transactions.

· Maintain approved content on websites.

· Compose the English Department’s weekly online newsletter.

· Assist as an alternative administrative staff member for coverage to English and the IDPs as needed. These duties may include website maintenance, room reservations, Lenel, facilities and other building management duties.

· Other administrative duties as assigned.

CORE DUTIES:

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

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.

The expected pay range for this position is $33.17 to $43.75 per hour.

Stanford University provides pay ranges representing its good faith estimate of what the university reasonably expects to pay for a position. The pay offered to a selected candidate will be determined based on factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, geographic location and external market pay for comparable jobs.

At Stanford University, base pay represents only one aspect of the comprehensive rewards package. The Cardinal at Work website (https://cardinalatwork.stanford.edu/benefits-rewards) provides detailed information on Stanford’s extensive range of benefits and rewards offered to employees. Specifics about the rewards package for this position may be discussed during the hiring process.

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 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.

The job duties listed are typical examples of work performed by positions in this job classifications 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 accommodations to applicants and employees with disabilities. Applicants

requiring a reasonable accommodation for any part of the application or hiring process should contact Stanford University Human Resources at stanfordelr@stanford.edu. For all other inquiries, please submit a contact form.

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.

Additional Information
  • Schedule: Full-time
  • Job Code: 4098
  • Employee Status: Regular
  • Grade: F
  • Requisition ID: 103652
  • Work Arrangement : Hybrid Eligible

Organization

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

Campus

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

Research

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

Faculty

  • 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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