Administrative Associate

Note:

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

The School of Engineering

Stanford Engineering has been at the forefront of innovation for nearly a century, creating pivotal technologies that have transformed the worlds of information technology, communications, health care, energy, business and beyond. Our faculty and students are creative risk-takers who pursue excellence across a breadth of disciplines. Our alumni include some of the world's most successful leaders in technology and business. Our staff are critical to enabling Stanford Engineering to accomplish its mission: seeking solutions to some of the world's most urgent challenges and educating leaders who will make the world a better place through the power of engineering principles, techniques and systems.

The Department of Management Science and Engineering, in the School of Engineering, leads at the interface of engineering, business, and public policy. The department's mission is, through education and research, to advance the design, management, operation, and interaction of technological, economic, and social systems. MS&E website: (Use the "Apply for this Job" box below)./

The Management Science and Engineering Department in the School of Engineering seeks an Administrative Associate to join its team. The Administrative Associate reports to the Faculty Affairs and Administrative Services Manager. The Administrative Associate supports and works closely with a group of faculty members within the department, both supporting their financial and in-office support needs, as well as a larger group of administrative staff on a variety of operational activities.

The Administrative Associate may also assist with special projects and departmental tasks as assigned. Do you enjoy working with a dynamic and supportive team, providing excellent customer service, and a wide variety of daily responsibilities? If you are motivated by the desire to support faculty and administrative processes, then this position may be the right fit for you!

In this role, you will:

* Process and monitor routine financial transactions for an assigned group of faculty, which may include researching and resolving discrepancies.

* Respond to inquiries and determine and take appropriate action as required. Serve as a resource regarding a defined set of policies and procedures.

* Draft and/or generate routine communications such as emails; coordinate production (formatting, copying, etc.) and dissemination of documents, such as conference and seminar materials for faculty.

* Assist to maintain office supplies and equipment; obtain vendor quotations, as needed. Help to coordinate office moves for faculty.

* May 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

* May coordinate and/or assist with travel arrangements including airfare and lodging for faculty, students and/or visitors as assigned in compliance with unit, university, and sponsor policies.

* May plan and schedule calendar(s) based on consultation and resolve calendaring conflicts.

* May assist with other faculty affairs and/or web functions.

* Other duties as assigned.

Education & Experience (Required):

* High school diploma and three years of administrative experience, or combination of education and relevant experience.

Knowledge, Skills, & Abilities (Required):

* Proficient computer skills and demonstrated experience with office software and email applications (including Microsoft Office Suite).

* 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 multitask.

Education & Experience (Desired):

* Four-year college degree preferred.

* Two years of relevant experience; preferably in higher education preferred.

* Experience with Adobe preferred.

Working Conditions:

* Position required to work during normal business hours (8am to 5pm or 8:30am to 5:30pm preferred).

* Position expected to work a hybrid schedule (on site and remote), but must be able to work fully on site, if required.

Physical Requirements:

* Constantly perform desk-based computer tasks.

* Frequently sitting.

* 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.

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…