Administrative Associate

Abundance Network; United States; On-site; USD 97,653,000 - 120,920,000; Full time

Job summary

Stanford Engineering seeks an Administrative Associate to support the Dean’s Office and related units on the Stanford main campus. You’ll handle reception, communications, scheduling, travel, and basic financial tasks.

You will work across Communications & Alumni Relations, Research Administration, IT, Facilities, Analytics, and Faculty Affairs, gaining exposure to university policies and career progression.

Qualifications

• High school diploma with at least three years of administrative experience.
• Proficiency with office software and email applications.
• Strong organizational and communication abilities.

Responsibilities

• Perform reception duties and draft routine communications.
• Schedule and coordinate meetings, travel arrangements, and events.
• Process routine financial transactions and maintain supplies.
• Maintain content on approved websites and support HR transactions.
• Mentor and train student or contingent workers as needed.
• Collaborate with multiple units under dean’s office.

Skills

Communication skills

Organizational skills

Time management

Customer service

Multitasking

Education

High school diploma + 3 years admin experience

Tools

Microsoft Office

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.

Perform a variety of administrative duties which may include reception duties, creating and editing communications, documents, reports and spreadsheets, scheduling and/or coordinating meetings, making travel arrangements, managing or maintaining office operations, performing employment and financial transactions.

Core Duties

• Respond to inquiries, and determine and take appropriate action as required. Serve as a resource regarding a defined set of policies and procedures.
• 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. time cards, 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.

Minimum Education and Experience

High school diploma and three years of administrative experience, or combination 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.