Note: Visa sponsorship is not available for this position. All candidates must be eligible to work and live in the U.S.. This position is eligible for a hybrid work arrangement with a minimum of 3 days per week at the Stanford main campus, subject to operational needs. This position has been deemed critical by the School of Engineering Dean’s Office and is exempt from the hiring freeze.
Stanford Engineering has been at the forefront of innovation for over 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 Materials Science and Engineering (MSE) seeks an Administrative Associate 3 to support several faculty members and their labs, which consist of students, postdoctoral scholars, staff, and other researchers. Reporting to the department’s Administrative Supervisor, this position is critical to supporting MSE’s mission to seek solutions to significant global problems and to educate leaders who will make the world a better place. We aim to hire an exceptional candidate with the motivation, skills, and experience to make a positive impact and to maintain the department’s high level of excellence. We welcome you to apply to join our team of engaged, collaborative, diverse, and enthusiastic members who strive to be the best!
Ours is a busy position requiring professionalism, productivity, accuracy, organization, initiative, flexibility, independence, and sound judgment and decision-making. An ideal candidate would exhibit excellent time management skills, communication skills (both oral and written), the ability to set priorities, strong attention to detail with follow-through, tact, and a passion for working with people. Duties include processing expense reimbursements, assisting with travel arrangements, purchasing, scheduling, processing Pcard and Tcard transactions and serving as custodian for multiple cards, monitoring faculty account balances and making necessary financial corrections, event planning, assisting with quarterly graduate student pay planning, and more.
Pay Range:
This position has been budgeted between $39.20 to $45.56 per hour.
Education & Experience (Desired):
- Proficiency with MS Office Suite, Google Drive, and Stanford systems such as Oracle iProcurement, Expense Requests, Pcards, and Tcards.
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 for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned.
- Subject to and expected to comply with all applicable University policies and procedures, including but not limited to the personnel policies and other policies found in the University's Administrative Guide, http://adminguide.stanford.edu
Core Duties:
Act on behalf of the supervisor, department manager, or chair in regards to establishing priorities and identifying and resolving problems that are administrative in nature.
Oversee and/or perform duties associated with scheduling, organizing, and operating complex conferences, seminars, and events, including arranging with vendors for services, overseeing the production and distribution of materials, administering logistics, and managing event within budget.
Compose and draft documents and correspondence for presentations, course handouts, grants, conferences, seminars, and reports. Perform substantial editing and fact checking. Create, maintain, modify, and/or ensure accuracy of content in various unit documents, displays, reports, brochures, social media, and/or websites.
Plan and schedule calendar(s) with limited consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
Create complex reports and spreadsheets which may utilize specialized software and systems.
Oversee and/or process a variety of complex financial transactions; produce, monitor, and reconcile budget statements; research, identify, and resolve discrepancies. May assist with capital or special equipment requests and/or vendor selection.
Coordinate and monitor routine maintenance services completion. Plan and coordinate office moves and/or minor renovation projects.
May lead staff or supervise day-to-day work of student and/or temporary workers, including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, reviewing work for quality and timeliness, and providing performance review input.
Minimum Education and Experience
High school diploma and four years of administrative experience, or combination of education and relevant experience.
Knowledge, Skills and Abilities:
Advanced computer skills and demonstrated experience with office software and email applications.
Demonstrated success in following through and completing projects.
Excellent organizational skills and attention to detail.
Excellent Strong verbal and written communication skills.
Excellent customer service and interpersonal skills.
Ability to prioritize, multi-task, and assign work to others.
Ability to take initiative and ownership of projects.
Ability to routinely and independently exercise sound judgment in making decisions.