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Stanford University · 3 weeks ago

Centers Administrative Coordinator – Stanford Securities Litigation Analytics Project, Stanford Law School

Stanford, CA

Full-time

Hybrid

Mid Level

$39.20/hr - $45.56/hr

4+ years exp

Stanford University is a leading research institution, and they are seeking a Centers Administrative Coordinator for the Stanford Securities Litigation Analytics Project. This role is crucial in supporting the administrative, operational, and programmatic aspects of the Center’s research mission, requiring collaboration with various departments and managing multiple responsibilities.

EducationHigher EducationUniversities

Growth Opportunities

Responsibilities

Act on behalf of the supervisor or department manager in regard to establishing priorities and identifying and resolving administrative problems

Oversee and/or perform duties associated with scheduling, organizing, and operating complex conferences, seminars, and events, including arranging with vendors for services, overseeing the production and distribution of materials, administering logistics, and managing events within budget

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 ensure all needs and requests are accommodated

Compose and draft documents and correspondence for presentations, course handouts, grants, conferences, seminars, and reports; perform substantial editing and fact checking. Create, maintain, modify, and ensure the accuracy of content in various unit documents, displays, reports, brochures, social media, and websites

Prepare presentations for use by the Executive Director in meetings with donors and other stakeholders

Plan and schedule calendars (s) with limited consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies

Manage the Executive Director’s schedule and appointments by becoming immersed in the Center’s core activities and understanding the many stakeholders and constituents who need to communicate via in-person, telephone, or virtual meetings

Communicate with outside organizations and individuals to arrange meetings with the Executive Director and/or obtain the necessary information for the Center

Schedule and coordinate regular staff meetings, including creating agendas and distributing notes

Create complex reports and spreadsheets that may utilize specialized software, systems, and tools

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

Assist with the design and maintenance of digital resource collections created by the staff and interns

Prepare and manage tracking systems or databases used to manage various processes and store datasets, including speakers, event participants, donor inquiries/opportunities, and key market players

Website maintenance, including updating and managing content, and ensuring the accuracy of information detailed on the website

Coordinate the recruiting processes for center staff, interns, or fellows, including creating job descriptions, posting job openings, organizing and reviewing resumes, and schedule interviews, and managing the onboarding process for new center employees

May lead staff or supervise the day-to-day work of students and/or temporary workers, including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, reviewing work for quality and timeliness, and providing performance review input

Qualification

Microsoft OfficeGoogle WorkspaceProject managementOracle FinancialsBudget managementCustomer service skillsOrganizational skillsWritten communicationVerbal communicationInterpersonal skills

Required

High school diploma and four years of administrative experience, or a combination of education and relevant experience

Advanced computer skills and demonstrated experience with office software and email applications, including Microsoft Office and Google Workspace

Demonstrated success in following through and completing projects

Excellent organizational skills and attention to detail

Strong written and verbal communication

Ability to prioritize, multitask, take initiative, and take ownership of projects

Ability to routinely and independently exercise sound judgment in making decisions

Ability to build strong working relationships with people both in person and virtually

Excellent customer service and interpersonal skills, preferably in an academic setting

Excellent project management skills (including project planning and scheduling, managing internal and external project partners/contractors, and project communication)