Administrative Associate

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POST DATE 8/16/2016
END DATE 10/16/2016

Stanford University Stanford, CA

Stanford, CA
AJE Ref #
Job Classification
Full Time
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Company Ref #


Stanford University

Administrative Associate

Job Number: 72110

EdCareers Administrative Associate
The Stanford University Graduate School of Education (GSE) is a top ranked school of education, known for its prestigious faculty, rigorous graduate degree programs, and its impact on the quality of education across the world. The GSE is committed to developing leaders in education research, practice and policy. Our community includes over 60 faculty, 400 students, 200 staff, 8,000 alumni and countless people from the local and global communities we work with and impact. The work environment is dynamic, deadline-driven, fast-paced, and energetic.
Stanford EdCareers, the GSE's career resources office, engages our students and alumni in lifelong career exploration. We connect with the larger Stanford and education communities to create innovative learning opportunities and help students realize their personal career visions.

The School of Education at Stanford seeks a 100% FTE Administrative Associate to oversee the Stanford EdCareers Database, the School's career management system for students, alumni, and employers. This position reports to the EdCareers Associate Director and will also manage constituency inquiries as they relate to the database, while working to track and impact the number of system users. As an integral member of the EdCareers team, the individual will support the goals of EdCareers, leverage technology and social media to help create a global professional community, and provide support to the team with ongoing events and initiatives.

Candidates should submit a cover letter (outlining why this position is of interest and they feel they're qualified) and a resume, along with the online application.
Successful candidates will be required to complete a background check prior to working at Stanford University.
This position is fixed-term through September 30, 2017, and is renewable based on program needs, performance and funding.
Visa sponsorship is not available for this position; all candidates must be eligible to work in the US.
Note: Not all unique aspects of the job are covered by this job description

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

Act on behalf of the supervisor, department manager, or chair in regards 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 event within budget.

Compose and draft documents and correspondence for presentations, course handouts, 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.

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

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

Oversee and/or process a variety of complex financial transactions; produce, monitor, and reconcile budget statements; research, identify, and resolve discrepancies. May assist with capital or special equipment requests and/or vendor selection.

Coordinate and monitor routine maintenance services completion. Plan and coordinate office moves and/or minor renovation projects.

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 as assigned.
Education & 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.

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 routinely and independently exercise sound judgment in making decisions.

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.


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,

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.
We are not able to provide relocation or sponsorship for this position. Thank you for your interest!

Job: Administration

Location: Graduate School of Education

Schedule: Full-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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