Administrative Associate

California, United States
07 Nov 2018
End of advertisement period
07 Jan 2019
Contract Type
Full Time


Job Code: 4103
Grade: F


The Administrative Associate for Facilities Automation provides a broad variety of administrative support functions as well as critical business process support tasks. The Administrative Associate reports to the Associate Director, Facilities Automation.


  • Audit monthly PTA expense reports and identify variances from budget.  Research cause of variance and investigate specific charges.  Resolve discrepancies and refer complex issues and disputes to Associate Director, as needed.
  • Audit monthly revenue reports and compare to budget.  Identify and resolve variances and report to the Associate Director.
  • Schedule monthly, quarterly, and annual financial review meetings with Finance, and prepare meeting materials.
  • Manage recurring meetings schedules with customers and prepare meeting materials.  Serve as back-up contact for customers.  Prepare outreach and marketing materials as required.
  • Process purchase requisitions for professional services contracts.  Maintain log of open contracts, invoices, budget to date, and estimated completion dates.  Serve as the back-up contact to the project manager for all vendors.  Personally address administrative questions from vendors, such as PO status, remit-to address, invoice documentation requirements, etc.
  • Calculated year-end accruals and obtain documentation from vendors for work that has been completed but not invoiced.  Relay accrual details to Finance.
  • Create work orders within eAM for department projects.  Monitor status of department work orders, ensuring that tasks are completed and that work orders are closed out.  Report to Associated Director as needed to escalate problems.
  • Schedule software and system training events for staff and customers.  Coordinate logistics including shipment of training materials, setup of meeting spaces, and meals / refreshments.
  • Process purchase requisitions for project materials, department tools and equipment, and office supplies.
  • Process travel expense reports and reimbursements
  • Serve as Time & Leave Administrator
  • Serve as office manager for spaces assigned to the Facilities Automation Center 

Core Duties associated with Administrative Associate Level 3:

  • 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.

Minimum Requirements:  

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. 

Desired skills:

  • Expert knowledge of Stanford University Financial transaction requirements and guidelines
  • Proficient with Oracle EAM
  • Proficient with MS Office Suite
  • Proficient with Stanford University’s BI financial reporting tool
  • Excellent customer relations skills

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 the job.

Work Standards:

  • 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, 

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. Stanford welcomes applications from all who would bring additional dimensions to the University’s research, teaching and clinical missions.

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