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Administration
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90779 Requisition #

Inclusion, Community and Integrative Learning includes a broad portfolio of responsibilities that support an institutional focus on equity, inclusion, belonging, student learning outside of the classroom, and preparation for meaningful careers and leadership in a complex world. This includes extensive engagement with the alumni, faculty, and staff included in Stanford’s diverse communities, organizations and networks. The unit also facilitates care for student communities on campus, proactively fostering positive, inclusive community development and facilitating problem-solving when complex community issues emerge.

Our mission is grounded in values of justice, equity, and belonging at Stanford and beyond.  As educators, advocates, and thought leaders, we empower students to be bold collaborators and innovative leaders preparing them to navigate a complex world with the most vulnerable in mind.

Inclusion and diversity are integral to Stanford’s commitment to excellence. We are interested in candidates who have demonstrated experience engaging with diversity through activities such as fostering an inclusive environment, working with students and staff from diverse backgrounds, or incorporating diverse perspectives in their work. We seek candidates who can support the vision of a new office, work to help establish a new outlook, mission and values, and support Our Most Important Work.

 

JOB PURPOSE:

 The Administrative Associate 3 provides administrative and operational support to Inclusion, Community and Integrative Learning, with limited supervision.

 

In this role, you will:

  • Greet visitors and route them to appropriate individuals, answer phones, and serve as a resource on department procedures and general inquiries.
  • Disseminate routine communications such as memos, notices, emails, and letters.
  • Perform office duties including, but not limited to, handling of incoming and outgoing mail, entering data into basic tables, reports, or spreadsheets, making copies, and monitoring and ordering of office supplies.
  • Act on behalf of the department manager 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 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.
  • Provide human resources transactional support, e.g. time cards, I9s, HR forms etc. 

    • Prepare student hiring and termination spreadsheets, ensure accurate labor distribution and verify payroll expenses.
    • Ensure students are provided and submit required documents upon hire.
    • Serve as Time and Leave Administrator: ensure students and staff submit their timecards in a timely and accurate manner; track approvals and adjust paid time, as needed.

* - Other duties may also be assigned

 

To be successful in this role, you will bring:

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.

 

PREFERRED QUALIFICATIONS:

  •  Experience with Microsoft Office Suite.
  • Ability to learn and facilitate compliance with legal, financial, and university policies and external regulations.

 

Working Conditions:   Able to work evenings and weekends

 

How to Apply:

To be considered, please submit a cover letter and résumé

 

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 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. 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 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 his or her 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.

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