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Stanford University Administrative Associate 2 in Stanford, California

Administrative Associate 2

School of Engineering, Stanford, California, United States

Administration

Post Date Sep 22, 2022

Requisition # 96313

The School of Engineering

Stanford Engineeringhas been at the forefront of innovation for nearly a century, creating pivotal technologies that have transformed the worlds of information technology, communications, health care, energy, business and beyond. Our faculty and students are creative risk-takers who pursue excellence across a breadth of disciplines. Our alumni include some of the world's most successful leaders in technology and business. Our staff are critical to enabling Stanford Engineering to accomplish its mission: seeking solutions to some of the world's most urgent challenges and educating leaders who will make the world a better place through the power of engineering principles, techniques and systems.

The Chemical Engineering Departmentwas founded in 1961, and it was initially an outgrowth of the university’s Department of Chemistry. Early faculty pioneered or substantially influenced the emerging field of chemical engineering in many vital areas, including catalysis and transport/fluid mechanics. More recently, the department has added bioengineering and soft-material science to its core areas of excellence and has made a growing commitment to technology development that complements its long-held strength in fundamental applied science and molecular engineering.(Chemical Engineering website: https://cheme.stanford.edu/ )

The Chemical Engineering Department seeks an Administrative Associate II to provide administrative and operational support to our faculty and students under general supervision. Reporting to the Administrative Services Manager, this position is critical in supporting our mission: to seek solutions to important global problems and educate leaders who will make the world a better place. Are you personable, proactive, and exude a high-level of customer service? Then this position may be the right fit for you!

Your responsibilities include:

  • 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.

  • 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

* - Other duties may also be assigned

* Note: Visa sponsorship is not available for this position. All candidates must be eligible to work in the U.S. and live in the U.S.

Education & Experience (Required):

  • A high school diploma and three years of administrative experience, or combination of education and relevant experience.

Desired Qualifications:

  • Customer service skills

  • Proficiency with MS Office and Outlook

  • Proficiency with common online platforms, such as Google Drive, Slack, Zoom and Box

Knowledge, Skills, & Abilities (Required):

  • 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.

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.

  • A caring culture . We provide superb retirement plans, generous time-off, and family care resources.

  • A healthier life . Climb our rock wall or choose from hundreds of health or fitness classes at our world-class exercise facilities. We also provide excellent health care benefits.

  • Discovery and fun . Stroll through historic sculptures, trails, and museums.

  • Enviable resources . Enjoy free commuter programs, ridesharing incentives, discounts and more!

Physical Requirements*:

  • Constantly perform desk-based computer tasks.

  • Frequently sitting.

  • 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 his or her job.

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

How to Apply:

We invite you to apply for this position by clicking on the “Apply for Job” button. To be considered, please submit a cover letter and résumé along with your online application. Your one-page cover letter should briefly describe your background in customer service and provide examples of your experience with attention to detail, responsiveness, and decision-making.

*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.

The job duties listed are typical examples of work performed by positions in this job classification 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.

Additional Information

  • Schedule: Full-time

  • Job Code: 4102

  • Employee Status: Regular

  • Grade: E

  • Requisition ID: 96313

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