CISAC Administrative Associate

Location
California, United States
Posted
10 Jul 2019
End of advertisement period
10 Sep 2019
Ref
83844
Contract Type
Permanent
Hours
Part Time

Job Family: Administration

Job Series: Administrative Associate

Job Code: 4102

Grade: E

Exemption: Non-exempt

Effective/Revision Date: 04/01/2015

THIS IS A 50% FTE POSITION.

FOR CONSIDERATION, PLEASE SUBMIT RESUME AND COVER LETTER. ALL FINAL CANDIDATES MUST COMPLETE A BACKGROUND CHECK.

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

Stanford University’s Center for International Security and Cooperation (CISAC) is one of the nation’s leading interdisciplinary, university-based research and training centers addressing critical international security issues. The Center draws on scholars from a range of disciplines, integrating political, regional, and scientific expertise in international affairs, and applying this expertise to policy-relevant solutions.

The qualified candidate will provide administrative support for CISAC’s co-directors and other faculty and staff as needed, manage meeting logistics, arrange travel, process expenses and help with other projects as required.  The 50% time weekly schedule is flexible and will be finalized based on both the needs of CISAC and input from the candidate.  This position reports to the Associate Director for Administration and Finance.

JOB PURPOSE:

Provide administrative or operational support 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.
  • 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.
  • Plan and schedule calendar(s) based on consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
  • Process and monitor routine financial transactions, which may include researching and resolving discrepancies.
  • Maintain office supplies and equipment; obtain vendor quotations, as needed. Coordinate office moves.
  • May serve as the point of contact for general maintenance, health and safety, and other facility concerns within the unit(s); report any incidents or potential safety problems to appropriate representatives. Track completion of required training.
  • Maintain approved content on websites.
  • May perform human resources transactional support, e.g. time cards, I9s, and/or faculty affairs support.
  • 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.
  • 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.

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, http://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: Part-time
  • Job Code: 4102
  • Employee Status: Regular
  • Grade: E