Administrative Assistant

Stanford University; Palo Alto (CA); On-site; USD 60,000 - 75,000; Full time

Job summary

Stanford University is seeking an Administrative Associate 2 to provide administrative or operational support under general supervision. This role supports scheduling, meetings, travel, and communications within the department.

The ideal candidate has a high school diploma with three years of administrative experience, excellent organizational and customer service skills, and proficiency with office software. This position offers a collaborative environment at Stanford University.

Qualifications

• Proficient with office software and email applications.
• 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.

Responsibilities

• Respond to inquiries and take appropriate action as required; serve as a resource on policies and procedures.
• Schedule, organize, and operate conferences, seminars, and events; coordinate vendors and logistics.
• Draft and generate routine communications; produce materials and presentations.
• Plan and schedule calendars; resolve calendaring conflicts; arrange travel per policies.
• Process and monitor routine financial transactions and resolve discrepancies.
• Maintain office supplies and equipment; coordinate office moves.
• Serve as point of contact for facilities, health and safety concerns; report incidents.
• Maintain approved content on departmental websites.
• May provide human resources transactional support (timecards, I-9s) and faculty affairs support.
• Guide and train student or contingent workers, scheduling and prioritizing workloads.

Skills

Computer skills

Organizational skills

Verbal communication

Written communication

Customer service

Multitasking

Education

High school diploma + 3 years administrative experience

Job description

The Department of Radiology’s core values are based on professionalism, integrity, personal responsibility, and service. Our culture promotes, recognizes, and values the role of staff as partners in an environment that attracts and fosters the highest quality staff.

Stanford University is seeking an Administrative Associate 2 to provide administrative or operational support working under general supervision.

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 his or her 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.

Responsibilities

Core Duties:

• Respond to inquiries, and determine and take appropriate actionas required. Serve as a resource regarding a defined set of policies andprocedures.
• Perform duties associated with scheduling, organizing, andoperating conferences, seminars, and events, including recommendingvendors for services, overseeing the production and distribution ofmaterials, coordinating logistics, and serving as liaison with internaland external vendors.
• Draft and/or generate routine communications; coordinateproduction (formatting, copying, etc.) and dissemination of documents,such as presentations, course handouts, grant proposals, conference andseminar materials, reports, brochures, and displays.
• Plan and schedule calendar(s) based on consultation, resolvecalendaring conflicts, and arrange travel in compliance with unit,university, and sponsor policies.
• Process and monitor routine financial transactions, which mayinclude 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, healthand safety, and other facility concerns within the unit(s); report anyincidents 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. timecards, I9s, and/or faculty affairs support.
• May guide and train student and/or contingent workers includingscheduling, assigning, and prioritizing workloads, setting appropriatedeadlines, and reviewing work for quality and timeliness.

Minimum Education andExperience

High school diploma and three years of administrative experience, orcombination of education and relevant experience.

Knowledge, Skills and Abilities:

• Proficient computer skills and demonstrated experience withoffice software and email applications.
• Demonstrated success in following through and completing routinetasks.
• 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.