Graduate Diversity Administrative Associate

California, United States
Wednesday, 25 September 2019
End of advertisement period
Monday, 25 November 2019
Contract Type
Fixed Term
Part Time

Appointment Duration: Fixed Term through 10/15/20, and may be renewable based on performance, programmatic needs and funding.

Schedule: 50% FTE (20 hours/week)

Who We Are:

The Graduate Diversity Staff Council (GDiSC) facilitates university-wide collaborations and provides leadership for issues impacting graduate diversity recruitment and retention. The Council is seeking a Graduate Diversity Administrative Associate to provide support for university-wide graduate diversity initiatives. This is a half-time position (50% FTE) reporting to the GDiSC co-chairs.

What You’ll Do:

The Administrative Associate coordinates the planning and administration for university-wide recruitment events, including arranging travel, accommodations, participant communication, and other logistics (e.g. Graduate Recruitment and Diversity Day and STANDOUT-Centers of Influence); provides administrative support for university-wide graduate diversity planning meetings and other initiatives; collaborates regularly with Council members and others working on graduate diversity initiatives from across the university; manages all GDiSC financial transactions and tracks budgets; maintains and updates the Council website and mailing lists; monitors group email accounts; creates and administers surveys; creates well-organized, documented, and maintained files; and coordinates the design and acquisition of university-wide recruitment materials.


  • Respond to inquiries, and determine and take appropriate action as required. Serve as a resource regarding a defined set of policies and procedures.
  • 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.
  • Draft and/or generate routine communications; coordinate production (formatting, copying, etc.) and dissemination of documents, such as presentations, course handouts, grant proposals, conference and seminar materials, complex reports, brochures, and displays.
  • 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, which may include researching and resolving discrepancies.
  • Maintain office supplies and equipment; obtain vendor quotations, as needed. Coordinate office moves.
  • May serve as the point of contact for general maintenance, health and safety, and other facility concerns within the unit(s); report any incidents or potential safety problems to appropriate representatives. Track completion of required training.
  • Maintain approved content on websites.
  • May perform human resources transactional support, e.g. time cards, I9s, and/or faculty affairs support.
  • May guide and train student and/or contingent workers including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, and reviewing work for quality and timeliness.

* - Other duties may also be assigned


  • High school diploma and three years of administrative experience, or combination of education and relevant experience.
  • Proficient 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.

Preferred Qualifications:

  • A.A./B.A./B.S. degree and financial and/or budgeting.
  • Knowledge and experience with Oracle financials and/or other financial applications.
  • Experience with Microsoft Office (Outlook, Excel, etc) and Google Online Office Tools.
  • Basic events planning experience. 

Certifications and Licenses:


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!

How to Apply:

We invite you to apply for this position by clicking on the “Apply for Job” button. To be considered, you must submit a cover letter and résumé along with your online application.

  • Finalist must successfully complete a background check prior to working at Stanford University.
  • Applicants to this position must be available to work in the United States without sponsorship for 2 years or more. OPT permit holders should confirm that they are eligible to work in the US at Stanford VPSA for two years or more.
  • 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 the job.

Additional Information

  • Schedule: Part-time
  • Employee Status: Fixed-Term
  • Grade: E

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