Administrative Associate
Role Overview
The Stanford Humanities Center (the Center) and the School of H&S Dean’s Office (HSDO) are seeking to hire an experienced and highly motivated Administrative Associate who will be a member of the Center staff and the HSDO admin staff.
The position is split evenly between the two organizations, but it’s primary reporting is to the CESTA Programs Manager and who will work under the general supervision of the Executive Director and CESTA Faculty Director.
The Administrative Associate will process CESTA transactions, including financial, procurement, human resources, research grant, and student aid, in systems such as Stanford Financial Systems, Graduate Financial Services, Sequoia, and others. In collaboration with the Center’s Senior Manager of Finance and Operations, this role is responsible for arranging travel, submitting and processing travel expenses and reimbursements, procuring goods and services and verifying purchases using the purchasing card, reconciling expenditures against operating and grant budgets, tracking expenditures against program budgets, monitoring the use and documentation of PCard transactions. This role is responsible for collecting and organizing student data required for hiring/terminating/updating students records in the system. The role supports the CESTA Programs Manager, who will be the students’ hiring manager in Sequoia.
During their time in Humanities and Science Dean’s Office (HSDO), the Administrative Associate will work directly with the Executive Assistant to the Dean.
In this role they will assist in processing financial transactions, coordinating small events involving the Dean, and managing the Dean’s filing.
In addition, the job involves some office management including ordering supplies, greeting guests and working closely with the HSDO admin team.
This is a three-year, fixed term, benefits eligible position that begins on the start date and may be renewable in the future based on programmatic need and funding availability.
This is a 100% FTE, non-exempt position split 50% for CESTA and 50% for the H&S Dean’s Office.
This position will be based on the Stanford campus, and it is expected to be fully on-site.
The ideal candidate will be a motivated and friendly individual with experience in higher education administration, capable of processing a wide array of financial and Human Resources transactions.
Strong organizational, planning and execution skills are critical for this position and the ability to work independently or as part of a team.
To apply, please submit a brief cover letter outlining qualifications and work experience and current CV.
Thank you for considering employment opportunities with the School of Humanities and Sciences.
Full Job Posting
Responsibilities
- Core Duties:
- Respond to inquiries, and determine and take appropriate action as required. Serve as a resource regarding a defined set of policies and procedures.
- Perform duties associated with scheduling, organizing, and operating conferences, seminars, and events, including recommending vendors for services, overseeing the production and distribution of materials, coordinating logistics, and serving as liaison with internal and external vendors.
- Draft and/or generate routine communications; coordinate production (formatting, copying, etc.) and dissemination of documents, such as presentations, course handouts, grant proposals, conference and seminar materials, reports, brochures, and displays.
- Plan and schedule calendar(s) based on consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
- Process and monitor routine financial transactions, which may include 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, health and safety, and other facility concerns within the unit(s); report any incidents 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. time cards, I9s, and/or faculty affairs support.
- May guide and train student and/or contingent workers including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, and reviewing work for quality and timeliness.
- Minimum Education and Experience
- High school diploma and three years of administrative experience, or combination of education and relevant experience.
- Knowledge, Skills and Abilities:
- Proficient computer skills and demonstrated experience with office software and email applications.
- Demonstrated success in following through and completing routine tasks.
- 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.
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