Administrative Associate

Location
California, United States
Posted
22 Oct 2018
End of advertisement period
22 Dec 2018
Ref
80614
Contract Type
Permanent
Hours
Full Time

Stanford Engineering has been at the forefront of innovation for nearly a century, creating pivotal technologies that have transformed the worlds of information technology, communications, health care, energy, business and beyond. Our faculty and students are creative risk-takers who pursue excellence across a breadth of disciplines. Our alumni include some of the world's most successful leaders in technology and business. Our staff are critical to enabling Stanford Engineering to accomplish its mission: seeking solutions to some of the world's most urgent challenges and educating leaders who will make the world a better place through the power of engineering principles, techniques and systems. 

School of Engineering website: https://engineering.stanford.edu/ 

The Department of Materials Science and Engineering seeks an experienced Administrative Associate to provide administrative and operational support to our department. Reporting to the Department Manager, this position is critical in supporting our faculty, student research groups, and the overall administrative operations. You will provide support to a large volume of diverse clients and perform a broad range of simultaneous duties. This is an excellent opportunity for a highly self-motivated candidate willing and eager to take on new challenges in a dynamic and fast-paced environment. If you’re a team player, personable, proactive and exude a high-level of energy, and customer service? Then this position may be the right fit for you.

Website: mse.stanford.edu

Your responsibilities include:

  • 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.

To be successful in this position, you will bring:

  • A high school diploma and three years of administrative experience, or combination of education and relevant experience.
  • Advanced computer skills and demonstrated experience with office software and email applications, calendaring.
  • Demonstrated success in following through and completing projects.
  • Excellent organizational skills and attention to detail.
  • Excellent Strong verbal and written communication skills.
  • Excellent customer service and interpersonal skills.
  • Ability to prioritize, multi-task, and work with others.
  • Ability to take initiative and ownership of projects.
  • Ability to routinely and independently exercise sound judgment in making decisions.

In addition, preferred requirements include:

  • An Associate or Bachelor’s Degree
  • MS Office, Outlook and Box experience

*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.

Why Stanford is for You

We provide competitive salaries, excellent health care and retirement plans, and a generous vacation policy, including additional time off during our winter closure. Our unique perks align with what matters to you:

• Freedom to grow. Take advantage of career development programs, tuition reimbursement, or audit a course. Join a TedTalk, film screening, or listen to a renowned author or leader discuss global issues.

• A caring culture. We understand the importance of your personal and family time and provide you access to wellness programs, child-care resources, parent education and consultation, elder care and caregiving support.

• A healthier you. We make wellness a priority by providing access to world-class exercise facilities. Climb our rock wall, or participate in one of hundreds of health or fitness classes.

• Discovery and fun. Stroll through historic sculptures, trails, and museums. 

• Enviable resources. We offer free commuter programs and ridesharing incentives. Enjoy discounts for computing, cell phones, outdoor recreation, travel, entertainment, and more! 

We pride ourselves in being a culture that encourages and empowers you. 

How to Apply

We invite you to apply for this position by clicking on the “Apply for Job” button. To be considered, please submit your résumé and a one-page cover letter along with your online application. Your one page cover letter should briefly describe your background in customer service and provide examples of your experience with attention to detail, responsiveness and decision-making.