Stanford University's Department of Psychology has an exciting opportunity for a friendly and energetic Administrative Associate. We are a large and active department with a focus on research and teaching, and our program attracts top faculty, students, and staff from all over the world. We are searching for candidates who enjoy diversity and excel in a fast paced environment, and who would like to join our fantastic team of dedicated staff members.
We seek to hire an experienced administrator with the desire, skills and ability to make a positive impact. This position fills an important role in supporting approximately four to five faculty members and their labs. This is a busy position requiring a high level of professionalism, productivity, accuracy, organization, initiative, flexibility, independence, sound judgment and decision-making. An ideal candidate would exhibit excellent time management and communications skills (both oral and written), the ability to set priorities, an extreme attention to detail with follow-through, tact, sensitivity to confidential information, common sense, and a passion for working with people.
To be considered for this position, please attach your most current resume and a cover letter to the application.
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, 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.
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 maintain approved content on websites.
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 Education & Experience (Required): High school diploma and three years of administrative experience, or combination of education and relevant experience.
Knowledge, Skills and 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.
Two-year college degree and three years of relevant experience, or combination of education and relevant experience.
Proven ability to work productively, collegially, and diplomatically in an academic environment with an international group of individuals.
Prior experience working with faculty.
Familiarity with Stanford University policies, procedures, and Oracle Financials (Pcard, Tcard, iProcurement, Expense Requests, etc.).
Ability to work independently and to coordinate multiple assignments with fluctuating priorities.
Constantly perform desk-based computer tasks.
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.
'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.'
Location: School of Humanities and Sciences, Stanford, California, United States Schedule: Classification Level:
Stanford is an equal opportunity employer and all qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.
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Located between San Francisco and San Jose in the heart of Silicon Valley, Stanford University is recognized as one of the world's leading research and teaching institutions. Leland and Jane Stanford founded the University to "promote the public welfare by exercising an influence on behalf of humanity and civilization." Stanford opened its doors in 1891, and more than a century later, it remains dedicated to finding solutions to the great challenges of the day and to preparing students for leadership in a complex world. The University's thriving diverse community is comprised of nearly 7000 undergraduate students, 9000 graduate students, 2000 faculty members, 1900 postdoctoral scholars, and over 11,000 academic and administrative staff in seven schools including several interdisciplinary research centers and institutes. The campus spreads over 8000 contiguous acres and nearly all undergraduates live on campus. Stanford offers bachelor's and master's degrees in addition to doctoral degrees (PhD, MD, DMA and JD) plus a number of professional and continuing education programs and certifications. More at http://facts.stanford.edu and http://www.stanford.edu. Stanford University is an ...equal opportunity employer and is committed to increasing the diversity of its faculty. It welcomes nominations of and applications from women, members of minority groups, protected veterans and individuals with disabilities, as well as from others who would bring additional dimensions to the university’s research, teaching and clinical missions.