Administrative Associate II

Working Title: Administrative Associate II- Onsite only 

 

This position has been deemed critical by the School of Humanities and Sciences Dean’s Office and is exempt from the hiring freeze.

 

Work Arrangement: This is an on-site position, based on the Stanford campus.

 

Budgeted Salary: The budgeted base salary range for this position is $37.12-$38.46 per hour.

 

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/Program Description:  To learn more about the Department, please visit us at: https://mathematics.stanford.edu

 

Position Summary:  The Department of Mathematics in the School of Humanities and Sciences is seeking a highly organized Administrative Associate 2. This position is fully on-site, working a set schedule of Monday – Friday from 8:00am-5:00pm. This position will provide general administrative support for department operations. Under the direction of the Assistant Director of Operations, Administrative Associate 2 is a key team member and first point of contact in the department. Responsibilities include greeting and directing visitors, answering routine inquiries, facility/building management, space and equipment inventory, and updating/maintaining department directories. In addition, the AA 2 will maintain office equipment, supplies and ensure overall office cleanliness. This position also has a financial component and will work on financial transactions including payment of invoices, purchasing card transactions and purchase orders. In addition, the AA 2 will provide detailed financial reporting, perform routine reconciliations, and research financial inquiries where required.

 

The person in this position must be able to proactively identify and independently handle operational issues of the department, with the ability to prioritize and multi-task. A high level of dependability and organizational skills is required for this position. Strong communication and versatility are necessary to interact with a diverse group of department affiliates.

 

This is a 100% FTE, continuing, non-exempt position. This position will be based on the Stanford campus.

 

If you believe that this opportunity is a match for your knowledge, skills and abilities, we encourage you to apply. A resume and cover letter are required with application. Thank you for considering employment opportunities with the School of Humanities and Sciences. 

 

Preferred Requirements:  

●       Professionalism, punctuality and dependability

●   Ability to work efficiently with tact, good judgment and diplomacy

●   Ability to take direction and ask questions when necessary. Must demonstrate ability to function independently with minimal supervision and show high level of concern for quality service

●   Discreetly handle confidential information

 

Responsibilities

Core Duties:

• Respond to inquiries, and determine and take appropriate actionas required. Serve as a resource regarding a defined set of policies andprocedures.

• Perform duties associated with scheduling, organizing, andoperating conferences, seminars, and events, including recommendingvendors for services, overseeing the production and distribution ofmaterials, coordinating logistics, and serving as liaison with internaland external vendors.

• Draft and/or generate routine communications; coordinateproduction (formatting, copying, etc.) and dissemination of documents,such as presentations, course handouts, grant proposals, conference andseminar materials, reports, brochures, and displays.

• Plan and schedule calendar(s) based on consultation, resolvecalendaring conflicts, and arrange travel in compliance with unit,university, and sponsor policies.

• Process and monitor routine financial transactions, which mayinclude researching and resolving discrepancies.

• Maintain office supplies and equipment; obtain vendor quotations,as needed. Coordinate office moves.

• May serve as the point of contact for general maintenance, healthand safety, and other facility concerns within the unit(s); report anyincidents or potential safety problems to appropriate representatives.Track completion of required training.

• Maintain approved content on websites.

• May perform human resources transactional support, e.g. timecards, I9s, and/or faculty affairs support.

• May guide and train student and/or contingent workers includingscheduling, assigning, and prioritizing workloads, setting appropriatedeadlines, and reviewing work for quality and timeliness.

Minimum Education andExperience

High school diploma and three years of administrative experience, orcombination of education and relevant experience.

Knowledge, Skills and Abilities:

• Proficient computer skills and demonstrated experience withoffice software and email applications.

• Demonstrated success in following through and completing routinetasks.

• Strong organizational skills and attention to detail.

• Strong verbal and written communication skills.

• Excellent customer service and interpersonal skills.

• Ability to prioritize and multi-task.