Administrative Assistant

Location
California, United States
Posted
14 Nov 2018
End of advertisement period
14 Jan 2019
Ref
81128
Contract Type
Fixed Term
Hours
Full Time

Administrative Associate 2 
Job Family:
 Administration
Job Series: Administrative Associate
Job Code: 4102
Grade: E
Exemption: Non-exempt

**This is a 2 year fixed term position**

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

JOB PURPOSE:

Provide administrative or operational support to the Financial Management Services department working under general supervision. 

CORE DUTIES*:

  • Respond to inquiries, and determine and take appropriate action as required. Serve as a resource regarding a defined set of policies and procedures.
  • Perform duties associated with scheduling, organizing, and operating conferences, seminars, and events, including recommending vendors for services, overseeing the production and distribution of materials, coordinating logistics, and serving as liaison with internal and external vendors.
  • Process and monitor routine financial transactions, which may include researching and resolving discrepancies.
  • Draft and/or generate routine communications; coordinate production (formatting, copying, etc.) and dissemination of documents, such as presentations, course handouts, grant proposals, conference and seminar materials, complex reports, brochures, and displays. 
  • Maintain office supplies and equipment; obtain vendor quotations, as needed. May coordinate office moves. 
  • Provide assistance to Executive Administrator for Senior AVP for Finance.
  • Provide back up support for reception front desk and other department administrative support as needed. 
  • May plan and schedule calendar(s) based on consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
  • May maintain approved content on websites.
  • 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

MINIMUM REQUIREMENTS:

Education & Experience:

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

Knowledge, Skills and Abilities:

  • Proficient computer skills and demonstrated experience with office software and email applications. Must be proficient with MS Outlook, Word, Excel, PowerPoint and Adobe Acrobat Pro. Experience with Oracle a plus.
  • Demonstrated success in following through and completing routine tasks.
  • Strong organizational skills and attention to detail. 
  • Strong verbal and written communication skills.
  • Excellent customer service and interpersonal skills.
  • Ability to prioritize and multi-task. 
  • Ability to work with minimal supervision.

Certifications and Licenses:

  • None

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.

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, http://adminguide.stanford.edu.