The School of Humanities and Sciences (H&S) is the foundation of a liberal arts education at Stanford. The school encompasses 23 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: The Stanford Global Studies (SGS) Division oversees 14 area- or thematically-focused centers and programs, providing an arena for students and scholars to explore our increasingly complex world from multiple economic, political, social, technological, and cultural perspectives. Through its network of more than 400 affiliated faculty and educational programs that reach students at the undergraduate, masters, and Ph.D. levels, SGS contributes to every facet of international engagement on campus: faculty research, doctoral training, community life, and undergraduate and graduate education. In addition, four centers within the Division are currently designated National Resource Centers through the Department of Education Title VI grant program.
Interested candidates should upload a cover letter and resume in addition to the online application.
Position Summary: Stanford Global Studies (SGS) is seeking an Administrative Associate, who will work under general supervision of the SGS Division Manager, with dotted line reporting to the associate directors of the centers for East Asian Studies (CEAS) and Latin American Studies (CLAS). The successful candidate 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 this position exhibit the abilities to practice sound judgment and decision-making, effective written & oral communication, strong attention to detail and respectful relationship management. This position must also exhibit a strong desire to continuously learn new and unfamiliar business topics, policies and procedures as they relate to providing key administrative support to SGS - the ability to translate this information into operational successes will be critical.
The Administrative Associate is central in carrying out the Division's core objectives. Fifty percent of the position will provide general administrative duties for the SGS central division offices by: managing the front desk and welcoming visitors; managing logistics associated with the SGS conference room (i.e., showing the room to prospective users, keeping guidelines current); overseeing up to three student workers; and providing administrative support for the Global Studies Internship Program (updating SOLO postings, arranging candidate interviews). The remaining 50% will be in support of financial processing for CEAS and CLAS. The successful candidate will possess strong organizational and time management skills with acute attention to detail. They will be able to complete work assignments with minimal supervision, and will prioritize, organize, and complete tasks effectively and in a timely manner. The role requires flexibility, accountability, enthusiasm, problem-solving skills, and adherence to Stanford University's financial compliance guidelines.
This is a 100% FTE, two-year fixed term non-exempt position (with possibility of extension). 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. Thank you for considering employment opportunities with the School of Humanities and Sciences.
CORE DUTIES*
*Process and monitor routine financial transactions, which may include researching and resolving discrepancies. Both domestic and international transactions.
*Respond to inquiries, and determine and take appropriate action as required. Serve as a resource regarding a defined set of policies and procedures.
*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.
*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 liaising with internal and external vendors.
*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.
*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, complex 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.
* Other duties may also be assigned
Qualifications
MINIMUM REQUIREMENTS:
Education & Experience:
*High school diploma and three years of administrative experience, or combination of education and relevant experience.
*2+ years of general administrativeexperience in an academic setting preferred. Knowledge of Stanford financial policies strongly preferred.
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.
*Occasionally stand/walk, reach/work above shoulders, grasp lightly/fine manipulation, grasp forcefully, use a telephone, sort/file paperwork or parts, lift/carry/push/pull objects that weigh up to 10 pounds.
*Rarely twist/bend/stoop/squat, kneel/crawl.
* - Consistent with its obligations under the law, the University will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of the job.
WORKING CONDITIONS:
WORK STANDARDS:
*Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clients and with external organizations.
*Promote Culture of Safety: Demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned.
*Subject to and expected to comply with all applicable University policies and procedures, including but not limited to the personnel policies and other policies found in the University's Administrative Guide, http://adminguide.stanford.edu.
The expected pay range for this position is $60,000 to $81,000 per annum.
Stanford University provides pay ranges representing its good faith estimate of what the university reasonably expects to pay for a position. The pay offered to a selected candidate will be determined based on factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, geographic location and external market pay for comparable jobs.
Why Stanford is for You
Imagine a world without search engines or social platforms. Consider lives saved through first-ever organ transplants and research to cure illnesses. Stanford University has revolutionized the way we live and enrich the world. Supporting this mission is our diverse and dedicated 17,000 staff. We seek talent driven to impact the future of our legacy. Our culture and unique perks empower you with:
*Freedom to grow. We offer career development programs, tuition reimbursement, or audit a course. Join a TedTalk, film screening, or listen to a renowned author or global leader speak.
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The job duties listed are typical examples of work performed by positions in this job classifications and are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks and responsibilities. Specific duties and responsibilities may vary depending on department or program needs without changing the general nature and scope of the job or level of responsibility. Employees may also perform other duties as assigned.
Consistent with its obligations under the law, the University will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of their job.
Stanford is an equal employment opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law.
Why work at Stanford?Stanford University has changed the world, over and over again.We are one of Silicon Valley's largest employers - and also one of the most unique. Our mission is to educate future leaders and promote interdisciplinary, world-class research and teaching. This passion makes Stanford an intensely creative, rewarding, and challenging place to work. At the same time, our traditions of respect and collaboration sustain a humane, supportive environment in which to pursue your life and your career.At Stanford you'll work with bright, diverse, dedicated people. You'll find encouragement to learn and grow. You'll enjoy excellent benefits and an outstanding environment. How will it change you?
