CEPA Administrative Associate

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

Stanford University Stanford, CA

Stanford, CA
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Full Time
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Stanford University

CEPA Administrative Associate

Job Number: 72111

The Center for Education Policy Analysis (CEPA) in the School of Education seeks a dependable, detailed oriented Administrative Associate to perform a full range of administrative, finance, and operational duties. The position involves daily interactions with dynamic professors and students. The administrator will be expected to solve problems and participate in a variety of tasks including implementing appropriate solutions under minimal direction. Responsibilities include, but are not limited to: assisting faculty, assisting with department operations and facilities management, PCard and TCard management, general purchasing, travel and reimbursements, assisting finance manager with basic financial tasks, and general office tasks.

Faculty and Administrative Support (60%):

Calendar management, scheduling of appointments and events, resolution of schedule conflicts and communication of changes to all parties involved.

Make complex travel arrangements, including travel folders for faculty

Handle financial reimbursements

General administration duties (e.g. copies, mail, etc.)

Draft professional and confidential correspondence for the faculty member, including budget documents, letters of recommendation, personnel actions and various other types of correspondence.

Undertake special projects as assigned by the faculty members or project managers which may involve, internet searches, gathering information by phone, and analysis of databases.

Maintain faculty bibliographies and other databases

Faculty course support and assistance with document collection, syllabi, and course readers

Finance Responsibilities (30%):

Advise student hires and casual employees regarding standard payroll processes (new hire paperwork, time reporting, etc.); respond to queries, and refer them to appropriate offices when additional information is needed

General knowledge of policies related to student and casual hires, and for tracking each programs start/end dates

Responsible for maintaining personnel files for hourly employees

Create, change, process, and closeout POs with proper documentation (including uploading invoices to be processed against the POs)

Approve financial transactions in Oracle up to a specified dollar amount.

Assist finance manager with sub-contract awards, reconciling monthly and quarterly reports, paying honoraria, processing cash deposits for the department using Cashnet system, and running financial reports from Oracle as needed.

Department Operations/Facilities (10%)

Process payments to vendors, including maintaining regular monthly and quarterly payments and billing

Initiate custodial and work requests for physical office spaces within the department

Liaison with school's facilities staff for all maintenance issues

Management of department accounts (i.e. Xerox, water machine, and copy code accounts)

Manage the department conference room calendars

Manage conference call scheduling and billing
Other tasks as assigned

Demonstrated attention to detail required.

Good judgment and sensitivity to confidential information required.

The candidate should have excellent time management and organization skills and the ability to set priorities and handle multiple projects simultaneously in a fast paced environment.

Ability to work independently, as well as in a group situation and to exercise mature judgment is required.

Excellent interpersonal skills, including the ability to effectively interface with a diverse community of faculty, staff, students and outside collaborators.

Extremely high level of communication skills, both written and oral, when working with staff and interfacing with University departments required.

Knowledge of general research administration policies and general accounting principles is strongly desired.

Requires two year college degree or equivalent and 3-5 years of applicable administrative associate experience, a bachelor degree is desired.

Proficiency in Windows, Word, Excel, Oracle, (IOU, iProcurement, iJournals, PCard, TCard) and other various standard computer applications and the ability to adapt quickly to specialized computer applications.

Successful completion of Cardinal Curriculum Level 1 will be required within first six months of employment.

Knowledge of Stanford policies, regulations, and accounting is a plus.

High energy level, enthusiasm, sense of humor, and knowledge of Stanford systems helpful.

This is a fixed term position with an end date of (one year). Position may be extended depending on funding.

Final candidate will be required to successfully pass a background check before being employed by Stanford University. Candidates must be authorized to work in the US (no sponsorship is provided).

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: http://apptrkr.com/861187

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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