Note: Not all unique aspects of the job are covered by this job description
Stanford University, located between San Francisco and San Jose in the heart of Silicon Valley, is one of the worlds leading teaching and research universities. Since opening in 1891, Stanford has been dedicated to finding solutions to big challenges and to preparing students for success.
Supporting this mission is a staff of more than 11,000 that is rooted in a culture of excellence, innovation, collaboration and life-long learning. To foster the talents and aspirations of our staff, Stanford offers career development programs, competitive pay that reflects market trends, and benefits that increase financial stability and promote healthy, fulfilling lives. An award-winning employer, Stanford offers an exceptional setting for professionals looking to advance their careers.
Stanford University, Department of Land, Buildings & Real Estate (LBRE) is committed to the preservation and enhancement of Stanfords campus and adjoining lands and constructs and maintains the facilities in which advancements across the academic spectrum are made possible.
LBRE takes pride in the care and stewardship of the 8,180 acres that make Stanford the special place that it is.
LBRE is seeking qualified applicants for the Administrative Associate position for its Land Use and Environmental Planning (LUEP) Office.LUEP advises the senior University administration and the Board of Trustees regarding long term land use and the protection of land-based resources. LUEP is made up of regional, campus and resource planners and analysts with backgrounds and training in the design, planning and science professions. This is a full-time continuing position.The Administrative Associate provides complex administrative or operational support with minimal supervision.
Responsibilities of this position
Act on behalf of the supervisor, department manager, or chair in regards to establishing priorities and identifying and resolving problems that are administrative in nature.
Research and/or write background information for meetings. Participate in meetings on supervisors behalf, inform after the fact.
Oversee and/or perform duties associated with scheduling, organizing, and operating complex events, including arranging with vendors for services, overseeing the production and distribution of materials, administering logistics, and managing event within budget.
Compose and draft documents and correspondence for presentations and reports; perform substantial research editing and fact checking. Create, maintain, modify, and/or ensure accuracy of content in various unit documents, displays, reports, brochures, social media, and/or websites.
Plan and schedule calendar(s) without prior consultation, resolve calendaring conflicts, and arrange travel in compliance with unit and university policies.
Oversee and/or process a variety of complex financial transactions; produce, monitor, and reconcile budget statements; research, identify, and resolve discrepancies. May assist with capital or special equipment requests and/or vendor selection.
Analyze and review material and extract pertinent information for briefing purposes.
Responsible for leading the administrative functions of LUEP.
Process contracts, invoices, expenditure statements, reimbursements, and track status of department accounts
Design and/or maintain central databases and maintain reliable, effective filing systems
Coordinate process for recruiting, hiring, and on-boarding of staff
Analyze departmental administrative policies and procedures and develop and implement new ones when appropriate
Plan and coordinate office morale/social activities
Other duties as assigned
The Administrative Associate must be an experienced administrative assistant who will enhance the effectiveness of the business unit through collaborative and collegial assistance. The successful candidate will possess most, if not all of the following qualifications:
High school diploma and six years of administrative experience, or combination of education and relevant experience
Knowledge of University systems preferred
Punctual and proactive work ethic
Proficiency in Microsoft Office (i.e., Word, Excel, Power point) required
Excellent organizational skills and attention to detail
Advanced computer skills and demonstrated experience with office software and email applications.
Proven success in following through and completing projects.
Excellent verbal and written communication skills.
Excellent customer service and interpersonal skills.
Ability to prioritize, multi-task, and assign work to others.
Ability to take initiative and ownership of projects.
Ability to routinely and independently exercise sound judgment in making decisions.
Ability to use tact, diplomacy and discretion in communications and handling sensitive and confidential matters
Demonstrated ability to clearly communicate in a tactful and effective manner verbally and in writing on broad and complex issues and to establish strong working relationships with a diverse client group, including various levels of management
Ability to set and manage priorities in order to perform in a fast-paced environment
Ability to meet critical deadlines
Work as a team member
Valid CA drivers license
Constantly perform desk-based computer tasks.
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.
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 Universitys Administrative Guide, http://adminguide.stanford.edu.
Stanford is an equal opportunity employer and 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.
Located between San Francisco and San Jose in the heart of Silicon Valley, Stanford University is recognized as one of the world's leading research and teaching institutions. Leland and Jane Stanford founded the University to "promote the public welfare by exercising an influence on behalf of humanity and civilization." Stanford opened its doors in 1891, and more than a century later, it remains d...edicated to finding solutions to the great challenges of the day and to preparing students for leadership in a complex world. The University's thriving diverse community is comprised of nearly 7000 undergraduate students, 9000 graduate students, 2000 faculty members, 1900 postdoctoral scholars, and over 11,000 academic and administrative staff in seven schools including several interdisciplinary research centers and institutes. The campus spreads over 8000 contiguous acres and nearly all undergraduates live on campus. Stanford offers bachelor's and master's degrees in addition to doctoral degrees (PhD, MD, DMA and JD) plus a number of professional and continuing education programs and certifications. More at http://facts.stanford.edu and http://www.stanford.edu.
Stanford University is an equal opportunity employer and is committed to increasing the diversity of its faculty. It welcomes nominations of and applications from women, members of minority groups, protected veterans and individuals with disabilities, as well as from others who would bring additional dimensions to the university’s research, teaching and clinical missions.