Administrative Services Coordinator - Faculty Support Team, Stanford Law School

Stanford Reglab; United States; On-site; USD 40,000 - 58,000; Full time

Job summary

Stanford Law School's Faculty Support Team has an immediate opening for an Administrative Associate who provides essential support to faculty and visiting instructors. The role requires problem-solving, independence, teamwork, and strong proofreading and research skills.

Responsibilities include scheduling, travel, document production, financial transactions, website content maintenance, and HR-related tasks.

Qualifications

• High school diploma and three years of administrative experience.
• Proficient with office software and email applications.
• Strong organizational and time-management skills.

Responsibilities

• Respond to inquiries and act on policies and procedures.
• Schedule, organize, and operate conferences, seminars, and events; coordinate logistics.
• Draft and disseminate routine communications and materials.
• Plan calendars and arrange travel in compliance with policies.
• Process routine financial transactions and resolve discrepancies.
• Maintain office supplies, coordinate moves, and handle vendor quotes.
• Serve as contact for maintenance and safety; track trainings.
• Maintain website content.
• Provide HR transactional support and supervise student or contingent staff.

Skills

Proficient computer skills

Strong organizational skills

Verbal and written communication

Customer service

Education

High school diploma

Job description

*Budgeted Range: The Law School’s budgeted pay for or this position is: $29.36- $42.19 per hour.*

The Faculty Support Team at Stanford Law School, a premier administrative support unit, has an immediate opening for an Administrative Associate position. This role provides assistance to faculty and visiting instructors. You will be successful in this role if you have the demonstrated ability to problem solve, are successful at and enjoy working independently but also as part of a team environment, and have strong proofreading and technical research skills. The position works closely with other faculty support team members and many other departments within the law school and reports to the Assistan t Director of Faculty Support Services.

Stanford Law School, on the campus of one of the world’s leading research universities, offers unmatched opportunities. We are known for our collegial culture, which is intimate and egalitarian. In this close-knit community, collaboration and the open exchange of ideas are essential to life and learning. Students, faculty, staff, alumni — all support and inspire each other to explore, excel, and contribute to the world through law.

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.