Administrative Associate, Gift Securities

🔍 Stanford Management Company, Stanford, California

📁: Administration

📅   : Jan 17, 2014 Post Date

📅   : 60512 Requisition #

Administrative Associate, Separate Investments Division

Stanford Management Company (SMC) is seeking qualified candidates for the position of Administrative Associate, Separate Investments Division. SMC, a division of Stanford University, was established in 1991, and is responsible for managing the University’s $20 billion of endowment and trust assets and temporarily invested expendable funds. The majority of the University’s endowment assets are invested in a diversified portfolio of actively managed financial and real estate assets, deployed through external investment managers.

This position will report to the Managing Director, Separate Investments Division and will provide high quality organizational and administrative support to all areas of the Separate Investments Division, including Charitable Trust Program, School & Department Funds, Gift Securities and Investment Responsibility. This position is expected to support general administrative tasks throughout the Department as needs arise, and may involve multiple assignments with different Department staff members.

Responsibilities

Provide general administrative support for the Separate Investment Division such as, telephone coverage, processing mail, organizing and maintaining complex department files, archiving investment documents, travel & reimbursement, and coordinating staff meetings and department events. Work on special projects as needed.
Provide specific administrative support for School and Department Funds, including maintaining mineral rights lease files, processing private equity call and distributions, data entry and reconciliation of various investment systems, databases, and reports. Perform spreadsheet analyses to monitor/track investment details.
Provide specific administrative support to the Gift Securities team including maintaining files and database; researching individual gifts; reconciliations including brokerage statements with GRASP (Gift Securities database); logging incoming checks and certificates. Providing additional donor support as a full time member of the team during Winter Closure.
Provide specific administrative support to the Gift Securities Manager including maintaining vault inventory list and preparing weekly reports for manager approval; preparing agenda for weekly team meetings; updating team procedures; providing coverage when the Gift Securities Assistant is out.

Profile

The ideal candidate will have the following background:

BA/BS degree or equivalent, with four to six years experience of office administrative experience.
Good accounting skills.
Must be detail oriented and a self starter.
Able to successfully manage multiple tasks and work effectively in teams or independently, at times under pressure to meet tight deadlines.
Demonstrated organizational, problem-solving, and decision making skills are essential.
Excellent interpersonal and written communication skills.
Strong customer service skills.
Proficient with Excel, Word, and PowerPoint.
Excellent judgment, high integrity and personal values consistent with values articulated by SMC and Stanford University.
A team orientation and strong interest in supporting the work of a university endowment.