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Inside Higher Ed · 1 week ago

Administrative Associate 3 (Hybrid)

Stanford, CA

Full-time

Hybrid

Mid Level

$39.46/hr - $44.30/hr

4+ years exp

Stanford University is one of the world’s leading teaching and research universities, located in California’s Silicon Valley. The Administrative Associate 3 will provide administrative support to faculty and their lab members, overseeing various tasks including scheduling, event management, and financial transactions.

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Responsibilities

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

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

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/or ensure accuracy of content in various unit documents, displays, reports, brochures, social media, and/or websites

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

Create complex reports and spreadsheets which may utilize specialized software and systems

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

Coordinate and monitor routine maintenance services completion. Plan and coordinate office moves and/or minor renovation projects

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

This position is based on the Stanford University campus, and the candidate will have the option of working under a hybrid work arrangement, subject to operational needs

Other duties may also be assigned

Qualification

Advanced computer skillsOffice software proficiencyOrganizational skillsVerbal communicationWritten communicationCustomer service skillsMulti-taskingJudgment in decision makingInterpersonal skillsInitiative