Faculty Assistant II

Stanford University School of Medicine; Palo Alto (CA); On-site; USD 55,000 - 75,000; Full time

Job summary

Stanford's Graduate School of Business (GSB) is seeking a Faculty Assistant II to provide comprehensive administrative and operational support across a wide range of faculty needs. You will prepare course readers, class materials, and correspondences, manage P-Card transactions and travel reimbursements, and maintain class web pages while collaborating with a collaborative team.

In this role, you will help coordinate calendar planning, class materials, and research support, while upholding high

Qualifications

• Proficient computer skills and experience with office software and email applications.
• Strong organizational skills and attention to detail.
• Excellent verbal and written communication abilities.
• Customer service and interpersonal skills.
• Ability to prioritize and multitask.

Responsibilities

• Respond to inquiries and act as a policy/procedure resource.
• Schedule, organize, and operate conferences, seminars, and events; coordinate vendors.
• Draft and generate routine communications and materials; manage publications and displays.
• Plan and schedule calendars, arrange travel in compliance with policies.
• Process routine financial transactions and reconcile discrepancies.
• Maintain office supplies and coordinate moves; ensure content on websites remains updated.
• Support HR transactions and guide contingent workers as needed.

Skills

Verbal and written communication

Organizational skills

Multitasking

Customer service

Proficient computer skills

Education

High school diploma

Job description

Job Description

Stanford's Graduate School of Business (GSB) has built a global reputation based on its immersive and innovative management programs. We provide students a transformative leadership experience, pushing the boundaries of knowledge with faculty research, and offering a portfolio of entrepreneurial and non-degree programs that deliver global impact. We invite you to be part of our mission of developing innovative, principled, and insightful leaders who change lives, change organizations, and change the world.

Job Description

Stanford's Graduate School of Business (GSB) has built a global reputation based on its immersive and innovative management programs. We provide students a transformative leadership experience, pushing the boundaries of knowledge with faculty research, and offering a portfolio of entrepreneurial and non-degree programs that deliver global impact. We invite you to be part of our mission of developing innovative, principled, and insightful leaders who change lives, change organizations, and change the world.

Success at the GSB is defined by The GSB Way - a commitment to shared purpose, community, and excellence in all that we do. We seek individuals who elevate themselves and those around them through the practice of academic candor, generous collaboration, and bringing curiosity and rigor to solving meaningful problems. At the GSB, impact means taking ownership , and contributing to a purpose-driven, collaborative, and high-performing community in service to the institution’s mission.

The Faculty Support team at the Stanford Graduate School of Business is a dedicated group of professionals committed to ensuring our world-class faculty have everything they need to teach, research, and innovate at the highest level. We work closely alongside each faculty member to truly understand their unique needs and preferences and build lasting partnerships that allow them to focus on what they do best. We are currently looking for a talented Faculty Assistant II to join our team and contribute to the mission.

In this role, you’ll provide comprehensive administrative and operational support across a wide range of faculty needs, from classroom preparation to research assistance. Day-to-day responsibilities include preparing course readers, class materials, research papers, and correspondences, as well as managing P-Card transactions and expense reports. You’ll maintain and update class-integrated webpages, handle domestic and international travel reimbursements and planning in a timely manner, and step in to support fellow team members when needed.

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.