DAAAS Administrative Associate

Stanford University School of Medicine; Palo Alto (CA); On-site; USD 34,000 - 55,000; Full time

Job summary

Stanford University School of Medicine is seeking an Administrative Associate for the Department of African and African American Studies on campus. The AA will provide front desk support, calendar management, travel arrangements, and respond to requests via email, while coordinating building maintenance and safety concerns.

The ideal candidate is a proactive, customer-focused professional with strong organizational and multitasking abilities, capable of working with minimal supervision in a

Qualifications

• Bachelor’s degree and three years of administrative experience.
• Proficient with office software and email applications.
• Strong organizational and communication skills.

Responsibilities

• Respond to inquiries and determine appropriate action.
• Schedule, organize, and operate conferences, seminars, and events.
• Draft and disseminate routine communications and materials.
• Plan and schedule calendars and arrange travel per policies.
• Process and monitor routine financial transactions.
• Coordinate building maintenance and safety as needed.

Skills

Computer skills

Organizational skills

Customer service

Communication

Multitasking

Prioritization

Attention to detail

Education

Bachelor’s Degree

Tools

Microsoft Office

Google Drive

Zoom

Job description

Job Description

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 to $40.85 per hour.

The 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

Officially launched in January 2024, the Department of African and African American Studies (DAAAS) equips students with the critical skills to understand how African and African-descended peoples shape our historical and contemporary world. Our mission is to inspire, challenge, and teach students to think rigorously about identity, power, freedom, creativity, and social responsibility. Graduates pursue meaningful careers in law, public policy, creative arts, media, business, medicine, education, and technology. Recently, the department relocated to a historic, two-story building in Stanford’s Main Quad, marking a milestone for African American Studies at the university.

Brief Position Summary

The Department of African and African American Studies (DAAAS) is seeking an Administrative Associate (AA) to provide administrative and operational support for the department. The AA will be the first point of contact in the department. The AA will work under minimal supervision of the Finance and Administration Manager and must possess and demonstrate a positive outlook on continuous process improvement efforts while maintaining a team-based and customer-focused mindset. It is critical that the employee in this position exhibit the abilities to practice sound judgment and decision-making; effective written & oral communication over the phone, in-person, and via email; strong attention to detail, and respectful relationship management.

The ideal candidate is a friendly, proactive, and dependable self-starter with strong interpersonal and communication skills. This position requires a high level of professionalism, productivity, accuracy, organization, multi-tasking, independence, sound judgment, and decision-making. The position requires a motivated person with a positive attitude and a passion for customer service and supporting others to manage a wide variety of tasks in a fast-paced academic environment with frequently shifting priorities.

This position’s daily responsibilities include front desk support, calendaring events and meetings, processing financial transactions, arranging travel, responding to requests via email, and coordinating building maintenance and safety issues.

This is a 100% FTE, two year fixed term position.

Preferred Qualifications

• Bachelor’s Degree
• Experience with Microsoft Office, Google Drive, Zoom, and standard office equipment.
• Previous experience managing events, from planning to execution, including management of post-event administrative and evaluative tasks.
• Experience maintaining websites, creating newsletters, and flyers.
• Experience with customer service.
• Is comfortable navigating ambiguity and managing changing priorities.
• A strong sense of proactiveness.
• Has a learner's mindset and thinks strategically and holistically about their work.

Responsibilities

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.