DAAAS Administrative Associate 2 (onsite)

DAAAS Administrative Associate 2

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

The School of Humanities and Sciences (H&S) is the center of a world-class liberal arts education at Stanford University. H&S encompasses 24 departments—from Art and Art History, English, and History to Economics, Mathematics, and Biology—as well as 24 interdisciplinary programs. 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.

The Department of African and African American Studies (DAAAS) was officially launched in January 2024. The department focuses on the core principles of furthering excellence, encouraging critique, and pursuing the positive social transformation of people of African descent in Africa and the diaspora not only through multiple scholarly perspectives and models, but also through the study of art practices and the creation of art works. The department offers an undergraduate degree to provide students with an interdisciplinary introduction to the study of African, African American, and of African descended people all over the world as a central component of American and world culture. Courses in the major promote research across disciplinary and departmental boundaries in the arts and humanities and will provide students with research training and community service-learning opportunities. Courses of study are drawn from art, art history, cultural anthropology, economics, education, film, dance, performance studies and theatre, literature and literary studies, history, languages, linguistics, music, philosophy, political science, psychology, religion, and gender & sexuality studies, among others.

Position Summary: The Department of African and African American Studies (DAAAS) is seeking an Administrative Associate (AA) to provide administrative and operational support for the department. The AA will be the first point of contact in the department. The AA will work under minimal supervision of the Finance and Administration Manager and must possess and demonstrate a positive outlook on continuous process improvement efforts while maintaining a team-based and customer-focused mindset. It is critical that the employee in this position exhibit the abilities to practice sound judgment and decision-making, effective written & oral communication, strong attention to detail and respectful relationship management.

 The ideal candidate is a friendly, proactive, and dependable self-starter with strong interpersonal and communication skills. This position requires a high level of professionalism, productivity, accuracy, organization, multi-tasking, independence, sound judgment, and decision-making. The position requires a motivated person with a positive attitude and a passion for customer service and supporting others to manage a wide variety of tasks in a fast-paced academic environment with frequently shifting priorities. The ideal candidate should have previous experience managing events, from planning to execution, including management of post-event administrative and evaluative tasks.

This is a 50% FTE, continuing, non-exempt position. This position will be 100% onsite and based on the Stanford campus.

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

CORE DUTIES:

·       Greet visitors, answer the main office phone line and 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, complex 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 and newsletters.

·       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.

* Other duties may also be assigned.