Administrative Associate II

Stanford University School of Medicine; Palo Alto (CA); On-site; USD 51,000 - 52,000; Full time

Job summary

Stanford University is seeking an Administrative Associate II for the Mathematics Department on the Stanford campus in Palo Alto. The role involves front-desk support, handling inquiries, and coordinating meetings and travel. This on-site position operates Monday–Friday, 8:00am–5:00pm.

The ideal candidate will have strong organizational and communication skills, experience with finance-related tasks, and the ability to multi-task in a dynamic academic environment.

Qualifications

• High school diploma and three years of administrative experience.
• Proficient with office software and email applications.
• Ability to prioritize and multi-task in a fast-paced environment.

Responsibilities

• Greet visitors and direct inquiries; provide basic information.
• Schedule, coordinate events, and manage calendars and travel arrangements.
• Process routine financial transactions and supplier payments; assist with purchasing card transactions.

Skills

Computer skills

Organizational skills

Customer service

Communication

Multi-tasking

Education

High school diploma

Job description

Administrative Associate II- Onsite only

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

Work Arrangement

This is an on-site position, based on the Stanford campus.

Budgeted Salary

The budgeted base salary range for this position is $37.12-$38.46 per hour.

School of Humanities and Sciences (H&S)

The school encompasses 24 departments and 25 interdisciplinary programs. H&S is home to fundamental and applied research, where free, open, and critical inquiry is pursued across disciplines. As the university’s largest school, H&S serves as the foundation of a Stanford undergraduate education no matter which discipline students pursue as a major. Graduate students work alongside world-renowned faculty to pursue and shape foundational research that leads to breakthroughs and discoveries that shed new light on the past, influence the present, and shape the future. Together, faculty and students in H&S engage in inspirational teaching, learning, and research every day.

Department/Program Description

To learn more about the Department, please visit us at: https://mathematics.stanford.edu

Position Summary

The Department of Mathematics in the School of Humanities and Sciences is seeking a highly organized Administrative Associate 2. This position is fully on-site, working a set schedule of Monday – Friday from 8:00am-5:00pm. This position will provide general administrative support for department operations. Under the direction of the Assistant Director of Operations, Administrative Associate 2 is a key team member and first point of contact in the department. Responsibilities include greeting and directing visitors, answering routine inquiries, facility/building management, space and equipment inventory, and updating/maintaining department directories. In addition, the AA 2 will maintain office equipment, supplies and ensure overall office cleanliness. This position also has a financial component and will work on financial transactions including payment of invoices, purchasing card transactions and purchase orders. In addition, the AA 2 will provide detailed financial reporting, perform routine reconciliations, and research financial inquiries where required.

The person in this position must be able to proactively identify and independently handle operational issues of the department, with the ability to prioritize and multi-task. A high level of dependability and organizational skills is required for this position. Strong communication and versatility are necessary to interact with a diverse group of department affiliates.

This is a 100% FTE, continuing, non-exempt position. This position will be based on the Stanford campus.

If you believe that this opportunity is a match for your knowledge, skills and abilities, we encourage you to apply. A resume and cover letter are required with application. Thank you for considering employment opportunities with the School of Humanities and Sciences.

Preferred Requirements

• Professionalism, punctuality and dependability
• Ability to work efficiently with tact, good judgment and diplomacy
• Ability to take direction and ask questions when necessary. Must demonstrate ability to function independently with minimal supervision and show high level of concern for quality service
• Discreetly handle confidential information

Responsibilities

• 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.