Test Requisition
- 📁
- Administration
- 📅
- Apr 30, 2014 Post Date
- 📅
- 60679 Requisition #
This is a great role.
The administrative assistant reports to and collaborates with the Administrative Services Manager on a daily basis, and assists the Student Services Officer with new graduate student orientation, prospective PhD visit, and commencement. In addition, s/he works closely with faculty and students to coordinate travel, reimbursements, weekly seminars, quarterly faculty meetings, and annual conferences.
The ideal candidate will have experience providing professional and timely customer service, the desire to learn and utilize the systems and tools of many aspects of university administration, and the proven ability to stay organized while working on multiple projects and/or tasks with frequent interruption.
Responsibilities include but are not limited to:
Finance (30%) – process all reimbursements (expense reports), travel advances, and purchase orders; administer the department’s purchasing cards and travel card; serve as expert/advisor to faculty and students regarding best practices for buying and paying; and reconcile expenditure statements.
Events (30%) – plan, schedule, and coordinate all aspects of weekly lectures, occasional conferences, regular meetings, and special events.
Facilities (15%) – prepare the department for business every morning; administer building keys; trouble-shoot and maintain office equipment as well as all offices and communal space in the department; maintain schedule for department conference rooms and meeting spaces; maintain and replenish all safety equipment and supplies. Serve as liaison to various facilities teams on campus as needs arise.
General Support (25%) – respond to telephone calls, emails and in-person requests; administer borrowing of all departmental equipment; process mail and manage shipping/receiving; disseminate key information to departmental community; serve as liaison for weekly IT services; administer content on departmental website; assist ASM and Chair with faculty affairs, ad hoc reporting, and special projects.
This is also a great opportunity for someone to grow and establish a career at Stanford University.
2-3 years of relevant experience required; 3-5 years of relevant experience desired.
High school diploma or equivalent required; some college desired.
Strong and confident computer skills in using MS Excel, Word and Outlook (or other email program) as well as web-based programs required.
Experience with content management for websites desired.
Stanford administrative experience desired.
Ability to communicate clearly, concisely, and effectively both verbally and in writing required.
Ability to work independently with little supervision required.
Ability to prioritize competing duties and deadlines with frequent interruptions required.
Ability and desire to work with diverse set of clients required.
Ability and desire to serve as the liaison to the internal departmental community, the university community at large, as well as, many guests from the global academic community required.
Final offers of employment are contingent upon successful completion of national criminal background check, national sex offender registry search and, where applicable, driving record.