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Administration
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86211 Requisition #

Front Desk Administrative Associate


Stanford Management Company (SMC) is seeking polished, poised, and customer service oriented candidates for the position of Front Desk Administrative Associate.  SMC, the University’s investment office, is located on campus.  SMC invests Stanford University’s endowment funds, which provide critical financial support to current and future generations of students and scholars.  SMC offers a friendly small work environment, while being an integral part of one of the world’s most respected universities.


The position will provide coverage for reception while also supporting the Investment Team in a variety of administrative and operational tasks.  The Front Desk Administrative Associate will act as liaison among respective Investment Team professionals, internal colleagues, and external partners while providing responsive and customer-centric support.


CORE DUTIES*:

  • Greet visitors and route them to appropriate individuals, answer phones, and serve as a resource for general inquiries.
  • Arrange meetings and assist with routine conferences, including scheduling rooms, managing equipment, ordering meals, assembling materials, and sending parking permits and directions to visitors.
  • Provide administrative assistance to some Investment Team members and occasional backup support for the Administrative Team including, but not limited to, scheduling meetings, arranging travel in compliance with department and University policies, some facilities-related duties for SMC offices, and disseminating and drafting routine communications such as memos, notices, emails, and letters.  
  • Responsible for maintaining the Investment Department PCard, including processing and clearing all charges. 
  • Review invoices for accuracy, and initiate purchase requisitions.
  • Perform office duties including, but not limited to, handling of incoming and outgoing mail, creating, regularly updating, maintaining, and modifying formatted tables, reports, or spreadsheets in MS Office (Outlook, Word, Excel, PowerPoint) and other company software, scanning investment materials and filing them electronically and making copies.
  • Create and maintain files and filing systems.
  • Setup office spaces and/or support coordination of basic office moves.
  • Help plan and execute company events.

* - Other duties may also be assigned


MINIMUM REQUIREMENTS:


Education & Experience:

High school diploma or equivalent.


Knowledge, Skills and Abilities:
  • Basic computer skills and demonstrated experience with office software and email applications.
  • Ability to follow through and complete assigned tasks.
  • Strong organizational skills and attention to detail.
  • Strong verbal and written communication skills.
  • Excellent customer service and interpersonal skills.

In addition, our preferred requirements include:

  • Bachelor’s degree

WORKING CONDITIONS:
  • Work Schedule: Monday to Friday, 8:00am to 5:00pm.
  • May work extended hours.


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.


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.

* - 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.


*A background check will be required for all final candidates.


We are not able to provide relocation or sponsorship for this position.


Stanford is an equal opportunity and affirmative action employer.  All qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.


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Stanford Management Company, Stanford, California, United States

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