Administrative Associate at Stanford University in Stanford, CA

Administrative Associate

Location: Stanford, CA, United States

This position has been deemed critical by the School of Humanities and Sciences Dean’s Office and is exempt from the hiring freeze.

Work Arrangement: This position is on-site only, based on the Stanford campus

Budgeted Salary: The budgeted base salary range for this position is $37.12 to $39.14 per hour.

The School of Humanities and Sciences (H&S) is the foundation of a liberal arts education at Stanford. The school encompasses 24 departments and 25 interdisciplinary programs. H&S is home to fundamental and applied research, where free, open, and critical inquiry is pursued across disciplines. As the university’s largest school, H&S serves as the foundation of a Stanford undergraduate education no matter which discipline students pursue as a major. Graduate students work alongside world-renowned faculty to pursue and shape foundational research that leads to breakthroughs and discoveries that shed new light on the past, influence the present, and shape the future. Together, faculty and students in H&S engage in inspirational teaching, learning, and research every day.

Department/Program Description:

Since its founding in 1980, the Stanford Humanities Center (The Center) has been sponsoring advanced research into the historical, philosophical, literary, artistic, and cultural dimensions of the human experience. It is an independent research center reporting to the Dean of the School of Humanities and Sciences. The Center's annual fellows, international visitors, research workshops, and annual public events strengthen the intellectual and creative life of the university and foster innovative and interdisciplinary scholarship and teaching. The Center for Spatial and Textual Analysis (CESTA), part of the Humanities Center, embraces emerging digital methodologies and tools to complement existing traditional research methods of analysis and interpretation. CESTA’s interdisciplinary research

projects explore places, global spaces, texts, textual artefacts, data visualization, digital curation, preservation and display, linked data and interoperability, and sustainability. As a scholarly community, CESTA supports and encourages cutting-edge work across the humanities and the interpretative social sciences. Through research projects, programs, seminars, workshops and informal initiatives, CESTA is dedicated to nurturing, training and professionalizing scholars of the future from a variety of disciplines, who will learn how to ask and answer data-driven questions focused on cultural, environmental, historical, social, and textual issues. Together, the Stanford Humanities Center and CESTA serve as the hub for an international network of fellows, visiting scholars, students, and alumni.

Position Summary

The Stanford Humanities Center (the Center) and the School of H&S Dean’s Office (HSDO) are seeking to hire an experienced and highly motivated Administrative Associate who will be a member of the Center staff and the HSDO admin staff. The position is split evenly between the two organizations, but it’s primary reporting is to the CESTA Programs Manager and who will work under the general supervision of the Executive Director and CESTA Faculty Director.

The Administrative Associate will process CESTA transactions, including financial, procurement, human resources, research grant, and student aid, in systems such as Stanford Financial Systems, Graduate Financial Services, Sequoia, and others. In collaboration with the Center’s Senior Manager of Finance and Operations, this role is responsible for arranging travel, submitting and processing travel expenses and reimbursements, procuring goods and services and verifying purchases using the purchasing card, reconciling expenditures against operating and grant budgets, tracking expenditures against program budgets, monitoring the use and documentation of PCard transactions. This role is responsible for collecting and organizing student data required for hiring/terminating/updating students records in the system. The role supports the CESTA Programs Manager, who will be the students’ hiring manager in Sequoia.

During their time in Humanities and Science Dean’s Office (HSDO), the Administrative Associate will work directly with the Executive Assistant to the Dean. In this role they will assist in processing financial transactions, coordinating small events involving the Dean, and managing the Dean’s filing. In addition, the job involves some office management including ordering supplies, greeting guests and working closely with the HSDO admin team.

This is a three-year, fixed term, benefits eligible position that begins on the start date and may be renewable in the future based on programmatic need and funding availability.

This is a 100% FTE, non-exempt position split 50% for CESTA and 50% for the H&S Dean’s Office. This position will be based on the Stanford campus, and it is expected to be fully on-site.

The ideal candidate will be a motivated and friendly individual with experience in higher education administration, capable of processing a wide array of financial and Human Resources transactions. Strong organizational, planning and execution skills are critical for this position and the ability to work independently or as part of a team.

To apply, please submit a brief cover letter outlining qualifications and work experience and current CV. Thank you for considering employment opportunities with the School of Humanities and Sciences.

Preferred Requirements

• Prior experience with Stanford systems is preferred but not required.

Core Duties:

• 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, 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.

Minimum Education and 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.