Administrative Associate

7 days left

Location
California, United States
Posted
18 May 2020
End of advertisement period
18 Jul 2020
Ref
86375
Contract Type
Permanent
Hours
Full Time

The School of Engineering

Stanford Engineering has been at the forefront of innovation for nearly a century, creating pivotal technologies that have transformed the world of information technology, communications, health care, energy, business, and beyond. Our faculty and students are creative risk-takers who pursue excellence across a breadth of disciplines. Our alumni include some of the world's most successful leaders in technology and business. Our staff is critical to enabling Stanford Engineering to accomplish its mission: seeking solutions to some of the world's most urgent challenges and educating leaders who will make the world a better place through the power of engineering principles, techniques, and systems.

Department of Chemical Engineering

Founded in 1961, the Department of Chemical Engineering was initially an outgrowth of the university’s Department of Chemistry. Early faculty pioneered or substantially influenced the emerging field of chemical engineering in many vital areas, including catalysis and transport/fluid mechanics. More recently, the department has added bioengineering and soft-material science to its core areas of excellence and has made a growing commitment to technology development that complements its long-held strength in fundamental applied science and molecular engineering. Chemical Engineering website: https://cheme.stanford.edu/ 

The School of Engineering, Chemical Engineering Department, seeks an Administrative Associate to provide administrative and operational support to our faculty and students under general supervision. Reporting to the Executive Assistant and the Director of Finance and Operations, this position is critical in supporting our mission: to seek solutions to significant global problems and educate leaders who will make the world a better place. Are you personable, proactive, and exude a high level of customer service? Then this position may be the right for you!

Your responsibilities include:

  • 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

To be successful in this position, you will bring:

  • A high school diploma and three years of administrative experience, or combination of education and relevant experience.
  • 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.

In addition, preferred requirements include:

  • An Associate or Bachelor’s Degree
  • MS Office, Outlook, and Box experience
  • The job duties listed are typical examples of work performed by positions in this job classification and are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks, and responsibilities. Specific duties and responsibilities may vary depending on department or program needs without changing the general nature and scope of the job or level of responsibility. Employees may also perform other duties as assigned.

*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.

Stanford is an equal employment opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law.

Why is Stanford 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 TED Talks, 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, please submit a cover letter and résumé along with your online application. Your one-page cover letter should briefly describe your background in customer service and provide examples of your experience with attention to detail, responsiveness, and decision-making.

Additional Information

Schedule: Full-time
Job Code: 4103
Employee Status: Regular
Grade: F
Requisition ID: 86375

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