Faculty Assistant II
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POST DATE 9/2/2016
END DATE 10/22/2016
JOB DESCRIPTIONStanford University
Faculty Assistant II
Job Number: 72340
Reporting to the Assistant Director, Faculty Support, this position provides assistance to Faculty in all areas of classroom preparation and research support. The employee also serves as a mentor for staff at the Office Assistant level. Provides general office administrative assistance and participate in the preparation of course readers and course materials. Duties include, but are not limited to: preparing course readers, class materials, research papers, correspondence, processing Pcard transactions, creating and updating class-integrated Web pages and processing domestic and international reimbursements. Strong management of multiple calendars and appointment setting.
Successful work experience as an Administrative Assistant, Office Assistant, or equivalent in an academic, research, or business setting, serving at least five Faculty or managers in a high-traffic customer service environment is necessary. Experience in an academic business school environment is highly desired, as is familiarity with other academic customer-service programs for faculty, students, alumni, visiting scholars, and University visitors. Must possess ability to adhere to strict time-line schedules that coordinate with daily and quarterly academic calendars.
Requires excellent customer service, communication, and interpersonal skills. Strong client service orientation, with an emphasis on maintaining good, ongoing relations with faculty and faculty support staff, is a high priority. Requires the ability to troubleshoot, solve a wide variety of problems, careful attention to detail and find appropriate help when needed. High initiative, enthusiasm, and teamwork are essential. Excellent analytical, planning, project management and resource management skills are expected. Possess advanced level proficiency in Micro Soft Office Suite, Excel, PowerPoint, Google mail, Docs and technical aptitude for technical applications, i.e., Scientific Word.
JOB PURPOSE:Provide administrative or operational support working under general supervision.
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.
Maintain approved content on websites.
May perform human resources transactional support, e.g. time cards, I9s, and/or faculty affairs support.
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:High school diploma and three years of administrative experience, or combination of education and relevant experience.
Knowledge, Skills and Abilities:
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.Certifications and Licenses:None
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.
WORKING CONDITIONS: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.
Location: Graduate School of Business
To be considered for this position please visit our web site and apply on line at the following link: http://apptrkr.com/871691
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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