Administrative Associate

California, United States
Thursday, 12 December 2019
End of advertisement period
Wednesday, 12 February 2020
Contract Type
Fixed Term
Part Time

The Freeman Spogli Institute for International Studies (FSI) is Stanford University's primary interdisciplinary research and teaching institute on international policy and international affairs. FSI produces scholarship, teaches and trains future leaders and scholars in international studies, and informs and influences policy making around the world. Our community ranges broadly, consisting of esteemed alumni, world class faculty and students, dynamic staff and administrators and includes some of the world's most successful leaders in governance, security, international development and global health. Our work is not limited to the Stanford community; we convene leaders from all over the world for lectures, fellowships, and visiting scholar posts. At FSI, world-renowned political theorists and tech executives collaborate with doctors, former Cabinet members, nuclear physicists, economists, ambassadors and heads of state. In realizing our mission, our staff are critical to supporting our organization’s goals and enabling researchers from across campus and around the world to produce rigorous policy relevant research that addresses critical global issues.

FSI is seeking an Administrative Associate to work 50% time and assist distinguished visitors, faculty and staff with administrative and operational needs. Reporting to the Associate Director for Operations, your workload of 20 hours per week will be varied, including managing calendars and assisting with media requests for our visiting distinguished practitioners and helping with financial transactions and special projects. Current and former distinguished visitors include Brett McGurk, most recently Special Presidential Envoy for the Global Coalition to Defeat ISIS, former NATO Deputy Secretary General Rose Gottemoeller, and Ertharin Cousin, former Executive Director of the United Nations World Food Programme. Your work will contribute to the success of our visitors so they make the most of their time at Stanford and our faculty and staff who rely on administrative support to accomplish goals. Are you capable and interested in performing essential administrative and operational tasks, while working under general supervision? Then help us to strengthen our Institute with administrative excellence!

This is a 50% FTE fixed-term, benefits-eligible position. The term concludes two years from the start date, and may be extended based on program need and funding availability.

For consideration please provide resume and cover letter. Background check required for all final candidates.

In this role, you will:

  • 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.

To be successful in this role, you will bring:

  • 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.

In addition, preferred requirements include:

Interest in international affairs.
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 accommodation to any employee with a disability who requires accommodation to perform the essential functions of his or her job.

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

Schedule: Part-time
Job Code: 4102
Employee Status: Fixed-Term
Grade: E
Requisition ID: 85604

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