Administrative Associate

Location
California, United States
Posted
03 Jul 2019
End of advertisement period
03 Sep 2019
Ref
83778
Contract Type
Fixed Term
Hours
Full Time

The Center on Democracy, Development, and the Rule of Law (CDDRL), the Global Digital Policy incubator (GDPi) and the Hoover Institution are seeking to hire an experienced Administrative Associate to provide full administrative support to two individuals; our Senior Fellow and GDPi Executive Director. This includes but is not limited to the duties listed below such as calendaring, room scheduling, travel arrangements, complex reimbursements, website updates, support in arranging conferences and seminars, editing, and greeting and coordinating with students and visitors. The incumbent will also be expected to coordinate with CDDRL and GDPi staff, attend programmatic meetings and take notes as well as follow news related to themes of research and select and file relevant articles. 

The ideal candidate will work independently to gather essential practical information related to event logistics or speaker participation in our events.  Experience using powerpoint and software for creation of visual material is a must. The incumbent will be expected to provide prompt, accurate completion of tasks and report back to supervisors and GDPi team members. Strong organizational skills required as well as the ability to pay close attention to detail, keep track of completed tasks and dispatch information to stakeholders. Excellent communication skills and teamwork with other members of Hoover Institution, CDDRL and GDPI team are essential.

JOB PURPOSE:

Provide administrative or operational support with limited supervision. May be responsible for leading other administrative staff or subordinates.

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 the job.

WORKING CONDITIONS:

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/. 
  • 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.

Additional Information

Schedule: Full-time
Job Code: 4103
Employee Status: Fixed-Term
Grade: F
Requisition ID: 83778