Test Requisition

🔍 Vice Provost for Undergrad Education, Stanford, California

📁: Administration

📅   : Jun 10, 2013 Post Date

📅   : 60256 Requisition #

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.

Cover letter and résumé required.
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.

Additional Information

Requisition ID: 60256

The job duties listed are typical examples of work performed by positions in this job classification and are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks, and responsibilities. Specific duties and responsibilities may vary depending on department or program needs without changing the general nature and scope of the job or level of responsibility. Employees may also perform other duties as assigned.

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.

Stanford is an equal employment opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law.