Administrative Associate

California, United States
18 Oct 2018
End of advertisement period
18 Dec 2018
Contract Type
Full Time

Note: Not all unique aspects of the job are covered by this job description

The Office of Faculty Affairs seeks an Administrative Associate to provide administrative and operational support to our office. Faculty Affairs is part of the Provost’s Office and is responsible faculty policies, appointments and promotions, data, retirements and transitions to emeriti status, leaves and sabbaticals and many other faculty-related matters. This Administrative Associate position is critical to the operations of Faculty Affairs. 


  • Compose and generate high volume of written communications; coordinate production (slide preparation, document formatting, copying, etc.) and dissemination of documents including presentations, meeting materials, complex reports/spreadsheets, documents for review by the University Advisory Board; write/summarize faculty affairs-related documents, letters and memoranda.
  • Represent Faculty Affairs by being the first point of contact to respond to inquiries and determine and take appropriate action as required. Serve as a resource regarding a defined set of policies and procedures. Interact with faculty and staff members, vendors and other visitors and direct them to appropriate resources; manage general office phone, voice-mail and email in-box. 
  • Track, scan and file Faculty and Academic Staff-related documents. Develop new reports and spreadsheets. Manage assigned projects as needed. 
  • Manage secure electronic distribution of documents to relevant reviewers/administrators.
  • Proofread/edit documents and review meeting and other materials for completeness and accuracy.
  • Plan and schedule calendar(s) based on consultation, manage office calendar plus monthly and annual deadlines, and resolve calendaring conflicts in compliance with unit, university, and other policies. Maintain other calendars/attendance spreadsheets as needed.
  • Create approved content, update and maintain unit website.
  • In a timely manner, perform duties associated with scheduling, organizing, and operating conferences, meetings, events and presentations, including recommending vendors for services, overseeing the production and distribution of materials and slides, coordinating logistics, and serving as liaison with internal and external vendors.
  • 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 and research vendor and capital equipment needs.
  • 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. Serve as office liaison to building manager. Track completion of required training.
  • May perform human resources transactional support, e.g. time cards or I9s
  • 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


Education & Experience:
A high school diploma and three years of administrative experience, or combination of education and relevant experience. Associate or Bachelor’s degree preferred.

Knowledge, Skills and Abilities:

  • Proficient computer skills and demonstrated experience with office software and email applications. 
  • Excellent written and verbal communication skills.
  • High degree of discretion and confidentiality (signature of confidentiality agreement required)
  • Demonstrated success in following through and completing routine tasks in a timely manner.
  • Strong organizational skills and attention to detail.
  • Excellent customer service and interpersonal skills.
  • Ability to prioritize and multi-task.
  • Experience working in a professional environment.

Additional Preferred Requirements:

  • Associate or Bachelor’s degree
  • Software familiarity with Microsoft Office (Word, Excel, PowerPoint and Outlook), Box, Drupal or other web-building software.


  • 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.
  • Occasional deliveries across campus.
  • 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 his or her 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,

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