Administrative Associate

Location
California, United States
Posted
26 Jun 2019
End of advertisement period
26 Aug 2019
Ref
83670
Contract Type
Permanent
Hours
Full Time

The Stanford PULSE Institute is a Stanford independent laboratory as well as a research center within the Energy Science Directorate of SLAC.  The mission of PULSE is to advance the frontiers of ultrafast science. 

The Institute has an immediate need for an Administrative Associate with extensive experience supporting multiple faculty and/or research groups. This position will serve as an executive assistant to a Director and provide general administrative support to the PULSE Institute, which includes, but is not limited to, managing the Director’s complex calendar, travel arrangement and reimbursement processing for the entire PULSE group, procurement and asset management, along with outreach, website, social media and event coordination. The Administrative Associate will work in a fast paced, dynamic environment, will need to successfully navigate changing priorities, and is expected to work with a high degree of discretion and confidentiality under minimum supervision. 

All Applicants must submit a 1-page cover letter summarizing why they are interested in this position, their direct experience with the duties as described in the job posting, and how their qualifications relate to this position. Be specific and include examples of exceptional cases or projects in which they have been directly involved. Please discuss any experience with project management. Highlight any related achievements or other relevant experiences not already listed on the resume.

CORE DUTIES*:

  • 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.

* - Other duties may also be assigned

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.

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, https://adminguide.stanford.edu.
  • Background check will be required for all final candidates.

Additional Information

Schedule: Full-time
Job Code: 4103
Employee Status: Fixed-Term
Grade: F
Requisition ID: 83670

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