Administrative Associate

Location

Redwood City, CA | United States

Job description

Land, Buildings & Real Estate (LBRE) is the operational core of Stanford University’s physical campus. LBRE plans, constructs and maintains the Stanford campus, as well as manages Stanford’s commercial lands.  Our work is founded upon the collective value of dedication, innovation, expertise, teamwork, and continuous improvement. We are committed to serving the university’s academic mission, as well as preserving and enhancing Stanford’s 8,180 acres, and pride ourselves on supporting the teaching and research of the university as “Caretakers of a Legacy."

JOB PURPOSE

The Administrative Associate will support both the Associate Vice President, Academic Projects and Operations (AVP), and the Executive Director, Department of Project Management (ED).

CORE DUTIES

Coordinate and act as key contact day-to-day activities for the AVP and ED office, including management of complex calendars, travel arrangements and associated logistics. Independently commit AVP’s and ED’s time to those requesting access to him/her based on an in-depth understanding of AVP’s and ED’s priorities and needs and his/her role within the university framework.

Independently prioritize, plan, coordinate and/or oversee logistics for meetings and conferences with individuals and entities internal and external to the university, including executive and senior level staff, and other stakeholders. Plan and schedule complex calendars with limited consultation. Schedule internal/external meetings and conference calls. Resolve calendaring conflicts and arrange travel in compliance with university policies. Make complex travel arrangements and restaurant reservations. Assist with logistics for arranging project, department and off-site meetings.

Compose and draft documents for meetings, presentations, conferences, seminars, and reports. Perform substantial editing, research, and fact checking. Create, maintain, modify, and/or ensure accuracy of content in various department documents, displays, reports, brochures, social media, PowerPoint presentations and/or websites.

Represent the AVP and ED within LBRE and act as their liaison to various internal and external constituencies, including screening correspondence and telephone calls; keep the executive informed of all matters requiring his/her attention.

Compose correspondence; develop, review and edit presentations and documentation; independently research and analyze associated issues and/or compile materials needed for presentation and/or decision-making purposes.

Oversee and/or manage multiple projects; anticipate and track critical dates, events, and organizational issues for the AVP and ED; follow up with appropriate parties to ensure deadlines are met. Participate in outreach activities that may include communications, events, training, conferences, and/or fundraising.

Organize and maintain the workings of the executive’s office. Take responsibility for filing systems and ensuring all pertinent information and supporting materials are retained.

Oversee and/or process a variety of complex financial transactions, including processing travel and petty cash reimbursements via the university’s expense reimbursement system. Produces, monitors, and reconciles budget statements. Research, identify, and resolve discrepancies. Verify PCard Transactions in Oracle and ensure proper documentation is submitted.

Organize the twice yearly All Staff meeting for LBRE, which includes coordinating presenters, powerpoints, agendas, and presentation content with AVPs.

Serve as backup for the Executive Assistant to the VP of LBRE and AVP of Finance and Administration as needed.

May direct staff to perform various tasks and assignments. May also supervise staff.

MINIMUM REQUIREMENTS:

Education & Experience:

High school diploma and six 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.

Proven success in following through and completing projects.

Excellent organizational skills and attention to detail.

Excellent 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.

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.

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.

The expected pay range for this position is $37.98 to $48.56 per hour. Stanford University provides pay ranges representing its good faith estimate of what the university reasonably expects to pay for a position. The pay offered to a selected candidate will be determined based on factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, geographic location and external market pay for comparable jobs.

At Stanford University, base pay represents only one aspect of the comprehensive rewards package. The Cardinal at Work website (https://cardinalatwork.stanford.edu/benefits-rewards) provides detailed information on Stanford’s extensive range of benefits and rewards offered to employees. Specifics about the rewards package for this position may be discussed during the hiring process.

Consistent with its obligations under the law, the University will provide reasonable accommodations to applicants and employees with disabilities. Applicants requiring a reasonable accommodation for any part of the application or hiring process should contact Stanford University Human Resources at [email protected]. For all other inquiries, please submit a contact form.

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.

Job tags

Salary