Finance and Administrative Associate
Finance and Administrative Associate
The School of Humanities and Sciences (H&S) is the center of a world-class liberal arts education at Stanford University. H&S encompasses 23 departments—from Art and Art History, English, and History to Economics, Mathematics, and Biology—as well as 23 interdisciplinary programs. As the university’s largest school, H&S serves as the foundation of a Stanford undergraduate education no matter which discipline students pursue as a major. Graduate students work alongside world-renowned faculty to pursue and shape foundational research that leads to breakthroughs and discoveries that shed new light on the past, influence the present, and shape the future. Together, faculty and students in H&S engage in inspirational teaching, learning, and research every day.
The Bill Lane Center for the American West is dedicated to advancing scholarly and public understanding of the past, present, and future of western North America. The Center supports research, teaching, and reporting about western land and life in the United States, Canada, and Mexico.
The Center's vision of the West extends from San Francisco Bay to the fabled 100th Meridian, from western Canada to all of Mexico, and outward to the Pacific world. As a hub for research and expertise about the American West, we work with Stanford students, faculty, and outside partners to address challenges facing the region. One of our main objectives is to provide helpful tools, reporting and research to leaders who make decisions that impact California and the American West. In addition to supporting sound policymaking, we also strive to showcase the art, history and culture of the West to preserve and foster appreciation for the region’s uniqueness. The Center’s work is highly interdisciplinary and involves numerous partnerships both on and off-campus.
The Bill Lane Center for the American West is seeking an experienced, self-motivated and collegial administrator to provide operational and administrative support to a small, dynamic and active team. The Finance and Administrative Associate should be highly motivated, enthusiastic, well-organized, and able to work independently. This is an exciting and innovative opportunity to participate in initiatives that span all seven Stanford schools, the Dean of Research, and Hoover Institution to support faculty and students in the department.
The ideal candidate is a friendly, proactive and dependable self-starter with strong interpersonal and communication skills. This is a busy position at times requiring a high level of professionalism, productivity, accuracy, organization, multi-tasking, independence, sound judgment, and decision-making. The position requires a motivated person with a positive attitude and a passion for customer service and supporting others to manage a wide variety of tasks in a fast-paced academic environment with frequently shifting priorities.
*THIS IS A ONE YEAR FIXED-TERM POSITION*
In this role, you will:
- 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.
To be successful in this role, you will bring:
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.
In addition, preferred requirements include:
- Adaptability to a dynamic and fast-paced work environment
- Ability to navigate and communicate within a small and dispersed team
- Collaborative approach to brainstorming and problem solving
- Proactive approach to work and ability to identify and utilize resources in a decentralized environment
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
Other duties may also be assigned, not all unique aspects of this job are covered by this job posting. A full job description will be shared during the interview process.
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.
- Schedule: Full-time
- Job Code: 4103
- Employee Status: Regular
- Grade: F
- Requisition ID: 87980