Administrative Associate

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POST DATE 8/9/2016
END DATE 10/9/2016

Stanford University Stanford, CA

Stanford, CA
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Full Time
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Stanford University

Administrative Associate

Job Number: 72058

Administrative Associate, Classification F, 75% FTE, Non-Exempt, 2 Year Fixed

School of Engineering, Civil and Environmental Engineering

The Civil and Environmental Engineering Department in the School of Engineering seeks a Finance Administrator to join its team of administrative staff. The department is home to a large and active student body, excellent and dedicated faculty, and highly skilled and experienced administrative staff members who maintain high standards of excellence in a collegial environment.

The Finance Administrator is a new staff position supporting Professor Ram Rajagopal's research team and lab, and in particular a grant funding his research in smart grid management. The position entails significant financial reporting and oversight in addition to transactional support; in addition, the position includes typical faculty administrative support duties such as graduate student and postdoctoral appointment processing, course/teaching support, website content maintenance, financial transaction processing, event coordination, and similar responsibilities. This position reports jointly to Professor Rajagopal and the Department Manager. The position will coordinate regularly with managers and other administrative staff in the Civil and Environmental Engineering Department and may occasionally coordinate with personnel in the School of Engineering and central administrative offices.

Civil & Environmental Engineering website:

Position Summary

Provide administrative or operational support with limited supervision. May be responsible for leading other administrative staff or subordinates.

Core Duties*

Arrange and oversee quarterly visits of funder program officers with supervisor. Oversee, schedule and organize bi-annual visits with Powernet Industry advisory group - this includes if needed hotels, food, event space and assistance producing special display materials. In support of general faculty support duties, assist with scheduling of weekly seminars, courses, and events.
Collect and add new material for Rajagopal and Powernet websites. Investigate Stanford vendors for building Powernet website. Support teaching by assisting with preparation of course materials as needed.
Work with faculty and Project Director, visitors, out of town travelers in managing PI's calendar, resolving conflicts and communicating schedule with appropriate staff and students.
Create ARPAe complex quarterly financial reports using agency and university templates and submitting them to online portal (these will include cost share calculations, personnel and equipment). Provide to faculty and Project Director monthly expenditure statements from all accounts.
Initiate financial reports both to funder and end of month reports to be approved by faculty supervisor. Work with multiple students and staff submitting requests for equipment purchases, assistantships, postdoc appointments, and visitors. Create and submit quarterly financial reports and end of month reports. Manage all financial transactions issues that arise, reconcile budget statements. Insure that all transactions occur in a timely manner. Meet regularly with Project Director to review status of transactions and reports. Provide general financial reporting and transactional support for faculty and his research team, with oversight and coordination by department financial approvers.

* - Other duties may also be assigned.


Education & Experience:

High school diploma and four years of related experience or a combination of education and relevant experience. Two-year degree preferred.

Knowledge, Skills and Abilities:

Advanced computer skills and demonstrated experience with office software and email applications.
Demonstrated success in following through and completing projects.
Excellent organizational skills and attention to detail.
Strong verbal and written communication skills.
Excellent time management and organization 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 routinely and independently exercise sound judgment in making decisions.
We are unable to provide Sponsorship or Relocation for this opening.

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,

About Stanford University

Stanford University, located between San Francisco and San Jose in the heart of California's Silicon Valley, is one of the world's leading teaching and research universities. Since its opening in 1891, Stanford has been dedicated to finding solutions to big challenges and to preparing students for leadership in a complex world.

Supporting that mission is a staff of more than 10,000 that is rooted in a culture of excellence and values innovation, collaboration, and life-long learning. To foster the talents and aspirations of our staff, Stanford offers career development programs, competitive pay that reflects market trends and benefits that increase financial stability to promote healthy and fulfilling lives. An award-winning employer, Stanford offers an exceptional setting for professionals looking to advance their careers.

Applicants are required to upload a cover letter and resume to be considered for this opening.

Stanford is an equal employment opportunity and affirmative action employer and is committed to recruiting and hiring without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.

Thank you for your interest!

Job: Administration

Location: School of Engineering

Schedule: Part-time

Classification Level:

To be considered for this position please visit our web site and apply on line at the following link:

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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