Administrative Associate, Office of International Affairs

Location
California, United States
Posted
26 Oct 2018
End of advertisement period
26 Dec 2018
Ref
80908
Contract Type
Permanent
Hours
Full Time

The Office of International Affairs is seeking a full-time Administrative Associate 3 to provide administrative and operational support for the office. In this dynamic role, you will help the Office of International Affairs address issues of strategic importance the entire University community. 

OIA seeks a strategic thinker to creatively solve problems, multi-task with ease, and adapt well as a team player. The ideal candidate would display a positive “can-do” attitude with strong business judgment, professional etiquette, and strong communication skills (both written and verbal). Overall, the Administrative Assistant will be critical to the success and overall fluidity of the Office's daily operations and longer-term strategic initiatives.

Key duties include but are not limited to schedule coordination (internal and external stakeholders), office logistics and support (order supplies, manage technology vendors, and anticipate office needs), acting as primary point of contact to resolve scheduling conflicts, and responding to time sensitive matters with urgency and efficiency.

Duties include: 

  • Act on behalf of the Director, Associate Director, or Coordinators to establish priorities, and identify and resolve problems that are administrative in nature.
  • Oversee and/or perform duties associated with scheduling, organizing, and operating complex meetings, seminars, and events, including arranging with vendors for services, overseeing the production and distribution of materials, administering logistics, and managing event within budget.
  • 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 office bi-weekly standup meetings in the role of the office "Scrum Master," which included helping the entire OIA team to schedule, assign, and prioritizing workloads, and monitoring progress toward bi-weekly goals to help team members remove barriers to completing work.

* - Other duties may also be assigned

DESIRED QUALIFICATIONS:

  • BA/BS degree 
  • Project management in a university, research or international center environment 

EDUCATION & EXPERIENCE (REQUIRED):

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

KNOWLEDGE, SKILLS AND ABILITIES (REQUIRED):

  • 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 & LICENSES:

  • Willingness to become certified Agile pracitioner

PHYSICAL REQUIREMENTS*:

  • 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 his or her job.

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.