Administrative Associate II

Stanford University; Palo Alto (CA); On-site; USD 106,363,000 - 110,204,000; Full time

Job summary

Stanford University’s Department of Mathematics in the School of Humanities and Sciences seeks an Administrative Associate 2. This fully on-site role supports department operations with a fixed schedule of Monday–Friday, 8:00am–5:00pm, on the Stanford campus.

You will greet visitors, direct inquiries, manage facilities and inventory, and handle invoices, purchase orders, and provide financial reporting and reconciliations under the Assistant Director of Operations.

Qualifications

• Provide general administrative support for department operations.
• Handle financial transactions including invoices, purchasing card transactions and purchase orders.
• Provide detailed financial reporting and routine reconciliations.
• Greet and direct visitors and manage inquiries, with strong communication and organizational skills.

Responsibilities

• Greet and direct visitors, answer routine inquiries, facility/building management.
• Space and equipment inventory and updating department directories.
• Maintain office equipment and supplies and ensure cleanliness.
• Process invoices, purchasing card transactions and purchase orders.
• Provide detailed financial reporting and perform routine reconciliations.

Job description

Working Title

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) is the foundation of a liberal arts education at Stanford. 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.

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