IT Administrative Associate

🔍 Office of External Relations, Stanford, California, United States

New

📁: Administration

📅   : 11 hours ago Post Date

📅   : 108479 Requisition #

This opportunity is a fixed term position for one year

Main Work Location: Frances Arrillaga Alumni Center

Schedule: Hybrid (at least 3 days per week on-site)

External Relations embraces and celebrates the diversity of Stanford’s constituencies and aligns the work of Stanford's externally facing teams. The group’s five distinct functions collaborate with partners across the university to enhance existing programs and develop new strategies for communications, engagement, philanthropy, and service. Our goal is to support the university’s mission of teaching and research; to advance solutions for many of the challenges facing our world, including affordability, accessibility, education, health, and sustainability; and to enhance goodwill in the
communities we touch and engage with.

Separately, the Stanford Alumni Association (SAA) reaches, serves, and engages all Stanford alumni and students, and fosters a lifelong intellectual and emotional connection between the University and its graduates. We deliver the most effective alumni relations program anywhere in higher education, including a bimonthly magazine, online communication and networking tools, academic and social programming (on and off campus); a worldwide travel/study program, and
numerous Stanford-related products and initiatives.

Business Technology Services (BTS) serves the technology needs of External Relations & SAA. The services BTS provides in this rapidly evolving environment enable External Relations, SAA, and their campus partners to better serve, steward, and digitally engage the university's donors and alumni.

Position Summary:

The IT Administrative Associate is a member of the External Relations & SAA Business Technology Services (BTS) team, reporting to the Director of Business Systems and Operations. This role provides operational and administrative support to BTS leadership and staff, including calendaring, fulfilling support requests, ordering equipment and supplies, project management, tracking, and coordination of work efforts.

Core Duties:

Manage the CIO's calendar and use judgment to prioritize meetings and commitments. 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, including researching and resolving discrepancies.
Maintain approved content on websites. Create, maintain, and update training materials for our product offerings.
Assist in the planning and logistics for department-wide events, retreats, and leadership gatherings, including room reservations, catering arrangements, travel plans, and expense reimbursements.
Work closely with the Deputy CIO and the Senior Director, Data and Digital Technology, to develop and maintain systems to track project progress, resource allocation, and performance metrics, and provide regular updates to leadership. Prepare reports for management on operations and project statuses.
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.

Qualifications - To be successful in this position, you will bring:

High school diploma and three years of administrative experience, or a combination of education and relevant experience.
Proficient in computer skills and demonstrated experience with office software and email applications.
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 multi-task.
Ability to comfortably work with a geographically dispersed team.

Physical Requirements:

Frequently stand/walk, sit, use a computer, use a telephone, grasp lightly/fine manipulation.
Occasionally reach/work above shoulders, twist/bend/stoop/squat, grasp forcefully, lift/carry/push/pull objects that weigh up to 10 pounds, write by hand, sort/file paperwork. Rarely kneel/crawl, operate foot and/or hand controls.

Working Conditions:

Located on Stanford’s main campus, Stanford Redwood City, and Hybrid.
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.

The expected pay range for this position is $31.97 - $38.40 per hour

Stanford University provides pay ranges representing its good faith estimate of the salary or hourly wage the university reasonably expects to pay for a position upon hire. 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!

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 by submitting 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