Administrative Associate

🔍 School of Engineering, Stanford, California, United States

📁: Administration

📅   : Aug 21, 2024 Post Date

📅   : 104316 Requisition #

The School of Engineering
Stanford Engineering has been at the forefront of innovation for nearly a century, creating pivotal technologies that have transformed the worlds of information technology, communications, health care, energy, business and beyond. Our faculty and students are creative risk-takers who pursue excellence across a breadth of disciplines. Our alumni include some of the world's most successful leaders in technology and business. Our staff are critical to enabling Stanford Engineering to accomplish its mission: seeking solutions to some of the world's most urgent challenges and educating leaders who will make the world a better place through the power of engineering principles, techniques and systems.

The Department of Management Science and Engineering, in the School of Engineering, leads at the interface of engineering, business, and public policy. The department’s mission is, through education and research, to advance the design, management, operation, and interaction of technological, economic, and social systems. MS&E website: https://msande.stanford.edu/

The Management Science and Engineering Department in the School of Engineering seeks an Administrative Associate to join its team. The Administrative Associate reports to the Faculty Affairs and Administrative Services Manager.

The Administrative Associate supports and works closely with a group of faculty members within the department, both supporting their financial and in-office support needs, as well as a larger group of administrative staff on a variety of operational activities. The Administrative Associate may also assist with special projects and departmental tasks as assigned. Do you enjoy working with a dynamic and supportive team, providing excellent customer service, and a wide variety of daily responsibilities? If you are motivated by the desire to support faculty and administrative processes, then this position may be the right fit for you!

In this role, you will:

- Process and monitor routine financial transactions for an assigned group of faculty, which may include researching and resolving discrepancies.
- Respond to inquiries, and determine and take appropriate action as required. Serve as a resource regarding a defined set of policies and procedures.
- Draft and/or generate routine communications such as emails; coordinate production (formatting, copying, etc.) and dissemination of documents, such as conference and seminar materials for faculty.
- Assist to maintain office supplies and equipment; obtain vendor quotations, as needed. Help to coordinate office moves for faculty.
- May 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.
- May coordinate and/or assist with travel arrangements including airfare and lodging for faculty, students and/or visitors as assigned in compliance with unit, university, and sponsor policies.
- May plan and schedule calendar(s) based on consultation, and resolve calendaring conflicts.
- May assist with other faculty affairs and/or web functions.
- Other duties as assigned.

Education & Experience (Required):

- High school diploma and three years of administrative experience, or combination of education and relevant experience.

Knowledge, Skills, & Abilities (Required):

- Proficient computer skills and demonstrated experience with office software and email applications (including Microsoft Office Suite).
- 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 multitask.

Education & Experience (Desired):

- Four-year college degree preferred.
- Two years of relevant experience; preferably in higher education preferred.
- Experience with Adobe preferred.

Working Conditions:

- Position required to work during normal business hours (8am to 5pm or 8:30am to 5:30pm preferred).
- Position expected to work a hybrid schedule (on site and remote), but must be able to work fully on site, if required.

Physical Requirements:

- Constantly perform desk-based computer tasks.
- Frequently sitting.
- Occasionally stand/walk, reach/work above shoulders, grasp lightly/fine manipulation, grasp forcefully, use a telephone, sort/file paperwork or parts, lift/carry/push/pull objects that weigh up to 10 pounds.
- Rarely twist/bend/stoop/squat, kneel/crawl.

Work Standards:

- Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clients and with external organizations.
- Promote Culture of Safety: Demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned.
- Subject to and expected to comply with all applicable University policies and procedures, including but not limited to the personnel policies and other policies found in the University's Administrative Guide, http://adminguide.stanford.edu

Pay Range:
The expected pay range for this position is $27.40 to $37.02 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 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!

How to Apply:
We invite you to apply for this position by clicking on the “Apply for Job” button. To be considered, please submit a cover letter and résumé along with your online application. The cover letter should briefly describe why you believe you are a good fit for this position.

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 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