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Stanford University Administrative Associate in Stanford, California

Administrative Associate

University Libraries, Stanford, California, United States

Administration

Post Date Aug 12, 2022

Requisition # 95821

Stanford Libraries is seeking a full-time Administrative Associate to join the University Librarians Office. TheLibraries valuesare rooted in a commitment of mutual respect, the idea that every member of the staff has something to contribute, and that learning is constant. We seek a team member who is ready to share their skills and perspectives.

About Stanford Libraries:

Stanford Libraries is a network of over 15 libraries with over 400 employees. We are committed to fueling the teaching, learning and research across Stanford by acquiring, stewarding, and making available a robust collection, currently in excess of 12 million items. Everyone in the organization plays a vital role in fulfilling that objective. Our dedication to discoverability and information management also has us engaged in dynamic global partnerships. We are constantly building and strengthening our organization, and we recognize striving for excellence is a marathon and not a sprint. We are constantly trying to strike the right pace and admit there are times when we find ourselves at a fast jog. While we hope to always find candidates who fit within our organization, what we truly seek is someone who will add to our culture, our profession as well as the greater academic arena. We are invested in the success of our teams and the individuals who represent Stanford Libraries.

About the Position:

The Administrative Associate will be a member of the administrative support team providing high level administrative support to the Executive group of the Stanford Libraries-University Librarians office. You will maintain the confidentiality of information coming through the University Librarian’s office, provide support with calendaring, financial transactions such as expense reimbursements, event coordination, order supplies and other administrative support as outlined. The ideal candidate will be a self-starter, possess excellent interpersonal, organizational and customer service skills with attention to detail, and must be able to work with people across all levels internal and external to the organization.

Core Duties*:

  • Plan and schedule complex calendar(s) with limited consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.

  • As a member of the administrative support team, work collegially to support the administrative needs of the University Librarian’s office to include collaborative support for projects and events, and mutual support for back up and outages.

  • Oversee and/or process a variety of complex financial transactions to include travel, and pcards; expense reimbursements; produce, monitor, and reconcile budget statements; research, identify, and resolve discrepancies. Manage the travel and expense reimbursements.

  • Act on behalf of the Executive member in regard to establishing priorities and identifying and resolving problems that are administrative in nature.

  • Oversee and/or perform duties associated with scheduling, organizing, and operating complex conferences, seminars, and events, including arranging with vendors for services, overseeing the production and distribution of materials, administering logistics, and managing events within budget.

  • Compose and draft documents and correspondence for presentations, grants, conferences, seminars, and reports; perform substantial editing and fact checking. Create, maintain, modify, and/or ensure accuracy of content in various unit documents, displays, reports, brochures, social media, and/or websites.

  • Create complex reports and spreadsheets which may utilize specialized software and systems.

  • May lead staff or supervise day-to-day work of student and/or temporary workers, including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, reviewing work for quality and timeliness, and providing performance review input.

    • Other duties may also be assigned.

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.

MINIMUM REQUIREMENTS

Education and Experience:

  • High school diploma and four years of administrative experience, or combination of education and relevant experience.

Knowledge, Skills, and Abilities:

  • Advanced computer skills and demonstrated experience with office software and email applications, such as Oracle, Microsoft office, Google suite.

  • Demonstrated success in following through and completing projects.

  • Excellent organizational skills and attention to detail.

  • Strong verbal and written communication skills.

  • Excellent customer service and interpersonal skills.

  • Ability to prioritize, multi-task, and assign work to others.

  • Ability to take initiative and ownership of projects.

  • Ability to exercise sound judgment routinely and independently in making decisions.

Other relevant demonstrated experience include:

  • Ability to act with tact and diplomacy and maintain confidentiality

  • Excellent problem solving and analytical skills

  • Work with a high degree of independence

  • Project management experience

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.

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. Stanford welcomes applications from all who would bring additional dimensions to the University’s research, teaching, and clinical missions.

We believe Stanford’s future success will be shaped by the diverse perspectives, unique experiences, and inclusive culture of its community.

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. Ourcultureandunique perksempower you with:

  • Freedom to grow. We offer career development programs, tuition reimbursement, and course auditing. Join a TedTalk, watch a 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 you. Choose from hundreds of health or fitness classes at our world-class exercise facilities. We 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.

Additional Information

  • Schedule: Part-time

  • Job Code: 4103

  • Employee Status: Regular

  • Grade: F

  • Requisition ID: 95821

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