Administrative Associate Jobs

Stanford Engineering has been at the forefront of innovation for nearly a century, creating pivotal technologies that have transformed the worlds 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 are 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.
The Department of Aeronautics & Astronautics seeks an Administrative Associate to provide administrative support to faculty, students, and staff. This position will have primary responsibility for supporting the chair of the department but will work closely with other faculty as well. This position will assist in scheduling high-level meetings and events, learn facets of finance/HR, and assist with other operational needs of the department. The position will report to the Director of Finance and Operations and will have the exciting opportunity to assist faculty who are conducting cutting edge research. Check out our faculty research: https://aa.stanford.edu/. Come join our team and be a key piece of helping research succeed!
Your Responsibilities Include

• 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.
• Purchase items for faculty, students, staff in accordance with university policy.
• Plan and schedule calendar(s) with limited consultation, resolve calendaring conflicts, and consult on travel policy in compliance with unit, university, and sponsor policies.
• 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.
• 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.
• 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.
• Other duties as assigned.
• Establish priorities and identify and resolve problems that are administrative in nature.
• Coordinate and monitor routine maintenance services completion. Plan and coordinate office moves and/or minor renovation projects.

Education & Experience (Required)

• High school diploma and four years of administrative experience, or combination of education and relevant experience.

Knowledge, Skills, & Abilities (Required)

• Advanced computer skills and demonstrated experience with office software and email applications.
• Ability to take initiative and ownership of projects.
• Excellent customer service and interpersonal skills.
• Strong verbal and written communication skills.
• Demonstrated success in following through and completing projects.
• Ability to prioritize, multi-task, and assign work to others.
• Ability to routinely and independently exercise sound judgment in making decisions.
• Excellent organizational skills and attention to detail.

Education & Experience (Desired)

• An Associate degree.

Physical Requirements*:

• Frequently sitting.
• 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.
• 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.
• Constantly perform desk-based computer tasks.

Work Standards

• 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
• Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clients and with external organizations.

Pay Range
The expected pay range for this position is $66,000 to $91,000 per annum.
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.
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 recent experience working effectively with administrative processes and provide examples demonstrating attention to detail.

• 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.

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.