Centers Administrative Support Specialist - Administrative Support Team, Stanford Law School

1-YEAR FIXED-TERM (renewal will be based on budgetary and departmental need)

CENTERS ADMINISTRATIVE SUPPORT SPECIALIST – ADMINISTRATIVE SUPPORT TEAM, STANFORD LAW SCHOOL

The Administrative Support Services Team at Stanford Law School, a premier administrative support unit, has an immediate opening for a Centers Administrative Support Specialist position.  This role provides assistance to faculty and center directors and other center staff. You will be successful in this role if you have strong proofreading and technical research skills, demonstrated ability to problem solve, and enjoy working independently but also as part of a team environment. The position works closely and collaborates with other administrative support team members as well as many other departments within the law school and reports to the Associate Director of Administrative Support Services.

Stanford Law School, on the campus of one of the world’s leading research universities, offers unmatched opportunities. We are known for our collegial culture, which is intimate and egalitarian. In this close-knit community, collaboration and the open exchange of ideas are essential to life and learning. Students, faculty, staff, alumni — all support and inspire each other to explore, excel and contribute to the world through law.

ESSENTIAL JOB RESPONSIBILITIES

·       Respond to center inquiries and determine and take appropriate action as required. Serve as a resource regarding a defined set of policies and procedures.

·       Manage and prioritize assignments from multiple center staff members simultaneously and with competing deadlines.

·       Prepare various Word processing related documents, Excel spreadsheets, or PowerPoint presentations, using advanced features such as tables, footnotes, mail merge, pivot tables, formulas, animation, and graphics.

·       Process and monitor routine financial transactions, which may include researching and resolving discrepancies; produce, monitor, and reconcile budget statements.  May assist with capital or special equipment requests and/or vendor selection.

·       Create complex reports and spreadsheets which may utilize specialized software and systems.

·       Draft and/or generate routine communications; coordinate production and dissemination of documents, such as presentations, grant proposals, conference and seminar materials, reports, brochures, and displays.

·       Perform duties associated with scheduling, organizing, and operating small events, including meetings, workshops, and seminars, in addition to managing vendors for services, overseeing the production and distribution of materials, and coordinating logistics.  Act as liaison between internal and external vendors.

·       Act as liaison between Center staff and the Program Group to coordinate conferences and events and share information.  Staff and attend events as necessary.  Act as the liaison for high level speakers to accommodate all needs and requests.

·       Plan and schedule calendar(s) based on consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies, both domestic and international, prepare itineraries, and obtain visas and other travel documentation needed.

·       Schedule and coordinate regular staff meetinfs, including creating agendas and follow up notes.

·       Collaborate with the center staff to prepare applications for grants, including drafting and editing proposals, researching needed information, and ensuring all guidelines and deadlines are met.  Ensure compliance with the grants when received and report on them as necessary.

·       Maintain approved content on websites.