Administrative Associate

California, United States
Tuesday, 21 July 2020
End of advertisement period
Monday, 21 September 2020
Contract Type
Full Time


The Department of Mathematics at Stanford University is seeking a full-time Administrative Associate 3 who will oversee a full range of general administrative responsibilities including, but not limited to: providing executive-level administrative support to the chair of the department, the Director of the MRC, and Director of Finance and Operations (DFO); acting as the department’s general computing/technology resource for purchasing hardware and software and for faculty use and online teaching technology; managing and maintaining the department websites; providing support to the department’s SOAR Bridge Program; and acting as the primary back up to the front office administrator.

The AA will be responsible for managing all Chair related administrative tasks and independently manage and deliver certain department-wide projects. This position has access to confidential information on a wide variety of matters that come to the attention of the Chair and Director, and has responsibility for making independent decisions that directly support the work of both.

Examples of general duties:

Chair and Faculty Support: The AA will provide executive-level support to the department chair and director of the MRC including calendar management, correspondence, meeting scheduling and coordination. The AA may be required to use a combination of specialized mathematical word processing programs, MS Word, and HTML programs to type and prepare manuscripts for formal publication, grant proposal text, various course materials, and letters of recommendation. The AA will coordinate meetings for the Chair, including room scheduling and ordering refreshments for committee meetings. Both the chair and directorship are rotating positions and the administrative responsibilities may vary with change in leadership.

SOAR Program: Support to the department chair includes supporting the SOAR Bridge Program including, updating the SOAR math website, answering email inquiries from SOAR students, and general administrative support for the SOAR program.

Website Management: Manage the department’s websites ensuring that all content is up-to-date and accurate including: posting of announcements, news articles, lecture abstracts, videos and calendar updates. Manage the online seminar program, including sending out release forms to non-Stanford speakers, logging and tracking seminar speaker release forms, and posting seminar links up to the relevant websites. Preparation and distribution of the weekly seminar schedule as well as coordinating with seminar organizers on the schedule for the academic year. Duties include assuring that all information on department websites is accurate and that all outgoing links are live and active.

Computing/Technology Assistance and Purchasing: Order and track equipment for remote work and online and in person instruction. This includes ergonomic, as well as teaching-related technology purchases for students, lecturers and faculty. In coordination with the Teaching Instructor, provide support and training assistance on the online teaching equipment as necessary. Act as a resource to the department on general information for hardware and software purchases. Draft, post, edit and track various technology guides to assist with aspects of remote teaching and remote work.

General and other support: The AA is the primary back up for the department front desk and will provide coverage during breaks and absences. AA will provide some general administrative support to the DFO and will perform other ad hoc duties as assigned by the DFO.


  • 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 event 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.


Education & Experience:

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

Knowledge, Skills and Abilities:

  • Advanced computer skills and demonstrated experience with office software and email applications.
  • Demonstrated success in following through and completing projects.
  • Excellent organizational skills and attention to detail.
  • Strong 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.

Certifications and Licenses:

  • None


  • Constantly perform desk-based computer tasks.
  • Frequently sitting.
  • 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 the 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 University's Administrative Guide,

Final offers of employment are contingent upon successful completion of national criminal background check, national sex offender registry search and, where applicable, driving record.

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.

Additional Information

Schedule: Full-time
Job Code: 4103
Employee Status: Regular
Grade: F
Requisition ID: 86884