Administrative AssistantLocation: Stanford
Posted On: 02/13/2023
Requirement Code: 62732
Stanford University has an immediate opening for an Administrative Associate to support the work of our Meeting Services team in Student Affairs. Student Affairs manages many student experiences that take place outside the classroom. Its units include the Dean of Students Office, University Registrar's Office, student health services, Residential Education, Stanford Career Education, the Graduate Life Office, Learning Technologies and Spaces, numerous student services offices and the student cultural, diversity and community centers.
In this role, you will:
Provide administrative and operational support to Meeting Services team with limited supervision.
Respond to phone and email inquiries on event bookings, facilities and general inquiries.
Perform office duties including, but not limited to, handling of incoming and outgoing mail, entering data into basic tables, reports, or spreadsheets.
Act on behalf of the department manager 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 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.
Plan and schedule calendar(s) with limited consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
May 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.
*Other duties may also be assigned
To be successful in this role, you will bring:
Education & 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.
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.
In addition, preferred requirements include:
Previous event planning experience
Experience with Microsoft Office Suite