Administrative Associate

California, United States
31 Jan 2019
End of advertisement period
31 Mar 2019
Contract Type
Full Time

Who We Are

The Stanford University Graduate School of Education (GSE) is a top-ranked school of education, known for its prestigious faculty, rigorous graduate degree programs, and its impact on the quality of education across the world. The GSE is committed to developing leaders in education research, practice and policy. Our community includes over 60 faculty, 400 students, 200 staff, 8,000 alumni and countless people from the local and global communities we work with and impact. The work environment is dynamic, deadline-driven, fast-paced, and energetic.

What You’ll Do: 

The Stanford Center for Education Policy Analysis (CEPA) in the School of Education seeks a dependable, detailed oriented Administrative Associate to perform a full range of administrative, finance, and operational duties. The position involves daily interactions with dynamic professors and students. The administrator will be expected to solve problems and participate in a variety of tasks including implementing appropriate solutions under minimal direction. Responsibilities include, but are not limited to: assisting faculty, assisting with department operations and facilities management, PCard and TCard management, general purchasing, travel and reimbursements, assisting finance manager with basic financial tasks, and general office tasks.

Core duties will include (but are not limited to): 

Faculty and Administrative Support:

  • Calendar management, scheduling of appointments and events, resolution of schedule conflicts and communication of changes to all parties involved.
  • Make complex travel arrangements, including travel folders for faculty
  • Handle financial reimbursements
  • General administration duties (e.g. copies, mail, etc.)
  • Draft professional and confidential correspondence for the faculty member.
  • Undertake special projects as assigned by the faculty members or project managers which may involve, internet searches, gathering information by phone, and analysis of databases.

Department Operations/Finance/Facilities Responsibilities:

  • Advise student hires and casual employees regarding standard payroll processes (new hire paperwork, time reporting, etc.); respond to queries, and refer them to appropriate offices when additional information is needed
  • Create, change, process, and closeout POs with proper documentation (including uploading invoices to be processed against the POs)
  • Approve financial transactions in Oracle up to a specified dollar amount.
  • Assist finance manager with reconciling monthly and quarterly reports, processing cash deposits for the department using Cashnet system, and running financial reports from Oracle as needed.
  • Process payments to vendors, including maintaining regular monthly and quarterly payments and billing
  • Upkeep of breakroom, check and sort mail, Initiate custodial and work requests for physical office spaces within the department
  • Management of department accounts (i.e. Xerox, water machine, and copy code accounts)


Education & Experience:

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

Preferred Education: Bachelor’s degree

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.

Preferred Qualifications:

  • Good judgment and sensitivity to confidential information required.
  • Ability to work independently, as well as in a group situation and to exercise mature judgment is required.
  • The ability to effectively interface with a diverse community of faculty, staff, students and outside collaborators.
  • Knowledge of general research administration policies and general accounting principles is strongly desired.
  • Proficiency in Windows, Word, Excel, Oracle, (IOU, iProcurement, iJournals, PCard, TCard) and other various standard computer applications and the ability to adapt quickly to specialized computer applications.
  • Successful completion of Cardinal Curriculum Level 1 will be required within first six months of employment.
  • Knowledge of Stanford policies, regulations, and accounting is a plus.
  • High energy level, enthusiasm, sense of humor, and knowledge of Stanford systems helpful.

Why Stanford is for You: 

Imagine a world without search engines or social platforms. Consider lives saved through first-ever organ transplants and research to cure illnesses. Stanford University has revolutionized the way we live and enrich the world. Supporting this mission is our diverse and dedicated 17,000 staff. We seek talent driven to impact the future of our legacy. Our culture and unique perks empower you with:

  • Freedom to grow. We offer career development programs, tuition reimbursement, or audit a course. Join a TedTalk, film screening, or listen to a renowned author or global leader speak.
  • A caring culture. We provide superb retirement plans, generous time-off, and family care resources.
  • A healthier you. Climb our rock wall, or choose from hundreds of health or fitness classes at our world-class exercise facilities. We also provide excellent health care benefits.
  • Discovery and fun. Stroll through historic sculptures, trails, and museums.
  • Enviable resources. Enjoy free commuter programs, ridesharing incentives, discounts and more!

How to Apply:

We invite you to apply for this position by clicking on the “Apply for Job” button. To be considered, you must submit a cover letter and résumé along with your online application. 
This is a fixed term position with an end date March 31, 2020. Position may be extended depending on funding.

  • Finalist must successfully complete a background check prior to working at Stanford University. 
  • Applicants to this position must be available to work in the United States without sponsorship for 2 years or more. OPT permit holders should confirm that they are eligible to work in the US at the Stanford GSE for two years or more. 
  • 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.
  • 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.

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