Administrative Associate

Stanford University; Palo Alto (CA); Hybrid; USD 47,000 - 58,000; Full time

Benefits offered by this job

18+ PTO days per year

Health benefits

Flexible work options

Tuition and training assistance

Job summary

Stanford University is seeking an Administrative Associate to support the Dean's Office and School of Engineering administration. This onsite position offers the chance to contribute to communication, events, scheduling, and daily office operations on the Stanford main campus.

Reporting to the Administrative Services Manager, you will handle routine tasks, coordinate logistics for conferences, and assist with HR and facilities support.

Qualifications

• Proficient with common office software and email applications.
• Experience following through and completing routine tasks.
• Strong organizational skills and attention to detail.
• Excellent verbal and written communication.
• Ability to prioritize and multi-task in a fast-paced environment.

Responsibilities

• Respond to inquiries and determine appropriate action.
• Schedule, organize, and operate conferences, seminars, and events; coordinate vendors.
• Draft and disseminate routine communications and materials.
• Plan and schedule calendars; resolve conflicts and arrange travel.
• Process and monitor routine financial transactions and discrepancies.
• Maintain office supplies and equipment; coordinate moves as needed.
• Serve as point of contact for facilities and report safety concerns.
• Maintain approved content on websites.
• Provide HR transactional support (timecards, I-9s, etc.) and train student workers.

Skills

Computer skills

Organizational

Communication

Customer service

Multitasking

Education

High school diploma or equivalent

Job description

This position has been deemed critical by the School of Engineering Dean's Office and is exempt from the hiring freeze.

Note - Visa sponsorship is not available for this position. All candidates must be eligible to work and live in the U.S.

Work Arrangement:
This position is onsite, working at the Stanford main campus.

Budgeted Salary:
The budgeted base salary range for this position is $34.08 to $42.20 per hour.
The School of Engineering
Stanford Engineering has been at the forefront of innovation for over 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 Office of the Dean has an Administrative Associate opening on our administration team. Reporting to the Administrative Services Manager, team members collectively support dean’s office units including Communications & Alumni Relations, Research Administration, IT, Facilities, Analytics, and Faculty Affairs. As a collaborator with these groups, you will gain a keen understanding of how the School of Engineering functions and of your own opportunities for career progression.

As part of our team, you will dive into an environment that thrives on problem-solving and creative execution. We prioritize engagement with the work, offering you the autonomy to tackle projects and the resources to master specialized skills through technical workshops and peer mentorship. Join us to be part of a collaborative community where your expertise is directly applied to the school's most vital initiatives, ensuring that every contribution you make is both intellectually rewarding and mission-critical.

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, and operating conferences, seminars, and events, including recommending vendors for services, overseeing the production and distribution of materials, coordinating logistics, and serving as liaison with internal and external vendors.

Draft and/or generate routine communications; coordinate production (formatting, copying, etc.) and dissemination of documents, such as presentations, course handouts, grant proposals, conference and seminar materials, reports, brochures, and displays.

Plan and schedule calendar(s) based on consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.

Process and monitor routine financial transactions, which may include 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, health and safety, and other facility concerns within the unit(s); report any incidents 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 including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, and reviewing work for quality and timeliness.

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 with office software and email applications.

Demonstrated success in following through and completing routine tasks.

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.

• Pay Range $34.08 - $42.20
• Pay Frequency Hourly
• Fixed Term N
• Stanford Schools and Units School of Engineering
• Full time or Part time Full Time
• Regular or Temporary Regular
• Job Category Administration
• Grade E
• Job Identification 200792

Benefits that support you, and your future

18+ PTO days per year

Health benefits start when you start

Flexible work options

$6000+ annual tuition and training assistance

403(b) plan

Mental health and wellness programs

Free and discounted commuter transportation

Applies to regular full-time positions.

Notice to Applicants
The job duties listed are typical examples of work performed by positions in this job classifications 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 their 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.
Stanford University provides job pay ranges representing its good faith estimate of what the university reasonably expects to pay for a particular job. The specific pay offered to a selected candidate will be determined based on a wide range of factors that are unique to each candidate, including but not limited to geographic work location, relevant knowledge, skills and abilities, relevant education, years of relevant experience, depth and breadth of relevant experience, and performance; further including but not limited to other business and organization needs such as the scope and responsibilities of the position, the minimum qualifications, departmental budget availability, and market and internal equity across the university, school/ unit, department, as well as job reporting relations hips.

Why work at Stanford

World-changing work in a culture of continuous learning

An inspiring community that values collaboration

High-quality health and wellness benefits that put you and your family first

Access to world-class education and career development, with tuition reimbursement, training assistance, and more