Administrative Associate - Stanford, United States - Stanford University

Description

Administrative Associate

Dean of Research, Stanford, California, United States

Administration

Post Date Apr 12, 2024

Requisition # 102887

SCHOOL/UNIT DESCRIPTION:

The Stanford Center on China's Economy and Institutions (SCCEI) is a joint effort of the Freeman Spogli Institute for International Studies (FSI) and the Stanford Institute for Economic Policy Research (SIEPR). FSI is Stanford University's primary interdisciplinary research and teaching institute on international policy and international affairs. SIEPR is Stanford University's home for understanding the economic challenges, opportunities, and policies affecting people in the United States and around the world.

SCCEI is Stanford's home for empirical, multidisciplinary research on China's economy. SCCEI focuses on empirical work to bridge the divide between academic research and the real-life policies guiding US-China relations, create transformative student experiences, and advance public understanding of China's economy and its impact on the world.

Rural Education Action Program (REAP) is a multidisciplinary team of social scientists working towards a common goal: help China's underserved population reach their full potential. To meet this goal, REAP partners with pioneering minds in pediatrics, psychology, global health, education, and economics to learn what works elsewhere in the world, adapt interventions to the Chinese context, and then test the effectiveness. The future of rural China will shape China's economic and political trajectory, which will in turn affect the global economy.

This is a 100% FTE, benefit-eligible, two-year fixed term position with possibility for renewal. This position will be based on Stanford's main campus in the historic Encina East building and may be considered for an option of telecommuting (hybrid of working on-site and off-site) work arrangement, subject to operational need.

Our VPDoR Diversity Journey:

• We create a hub of innovation through the power of diversity of disciplines and people.
• We provide equitable access and opportunity to all members of the community in order to do their best work, regardless of race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law.
• We listen to and value all colleagues who bring diverse perspectives to the advancement and development of a respectful community.
• We promote a culture of belonging, equity, and safety.
• We embed these values in excellence of education, research, and operation.

POSITION SUMMARY:

The Stanford Center on China's Economy & Institutions (SCCEI) is seeking an experienced administrative professional to provide operational support with limited supervision, who is confident in their familiarity with standard administrative practices in higher education environments. This position is fixed term for two years with the possibility of extension based on funding availability and programmatic need. The successful candidate will be a friendly, proactive, and dependable individual who can adapt to varied working styles and needs, with a strong desire to learn new and unfamiliar business topics, policies, and procedures related to administration.

Reporting to the Associate Director, the administrator must possess and demonstrate a positive outlook on continuous process improvements efforts while maintaining a team-based and service-focused mindset. It is critical that this position exhibit the abilities to practice sound judgement and decision-making, effective written and oral communication, strong attention to detail and respectful relationship management.

The Administrative Associate will provide general office and research operations support to SCCEI and the REAP team. The position will be primary responsible for procurement support and visitor processing for the REAP research team, which has a substantial ongoing presence on campus and with collaborating researchers at field sites in China.

CORE DUTIES:

• Act on behalf of the supervisor, department manager, or chair in regard to establishing priorities and identifying and resolving problems that are administrative in nature.
• Research and/or write background information for meetings. Participate in meetings on supervisor's behalf, inform after the fact.
• 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 research 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) without prior 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. Make recommendations based on reports.
• 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 complex office moves. Plan and coordinate routine remodeling and renovations.
• Analyze and review material and extract pertinent information for briefing purposes.
• In conjunction with financial lead and/or principal investigator, assist with sponsored project research proposal submissions and post award administration.
• Perform human resources transactional support and/or faculty affairs support; coordinate or manage the visa process.
• Serve as building coordinator.

MINIMUM REQUIREMENTS:

Education & Experience:

High school diploma and six 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.
• Proven success in following through and completing projects.
• Excellent organizational skills and attention to detail.
• Excellent 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 exercise sound judgment routinely and independently in making decisions.

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.

WORKING CONDITIONS:

• Position may require occasional non-standard, extended or weekend hours.

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,

The expected pay range for this position is $38.46 to $48.56 per hour.

Stanford University provides pay ranges representing its good faith estimate of what the university reasonably expects to pay for a position. The pay offered to a selected candidate will be determined based on factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, geographic location and external market pay for comparable jobs.

At Stanford University, base pay represents only one aspect of the comprehensive rewards package. The Cardinal at Work website ) provides detailed information on Stanford's extensive range of benefits and rewards offered to employees. Specifics about the rewards package for this position may be discussed during the hiring process.

Why Stanford is for You

Imagine a world without search engines or social platforms. Consider lives saved through first-ever organ transplants and research to cure illnesses. Stanford University has revolutionized the way we live and enrich the world. Supporting this mission is our diverse and dedicated 17,000 staff. We seek talent driven to impact the future of our legacy. Our culture andunique perksempower you with:

• Freedom to grow . We offer career development programs, tuition reimbursement, or audit a course. Join a TedTalk, film screening, or listen to a renowned author or global leader speak.
• A caring culture . We provide superb retirement plans, generous time-off, and family care resources.
• A healthier you . Climb our rock wall, or choose from hundreds of health or fitness classes at our world-class exercise facilities. We also provide excellent health care benefits.
• Discovery and fun . Stroll through historic sculptures, trails, and museums.
• Enviable resources . Enjoy free commuter programs, ridesharing incentives, discounts and more

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 accommodations to applicants and employees with disabilities. Applicants requiring a reasonable accommodation for any part of the application or hiring process should contact Stanford University Human Resources For all other inquiries, please submit acontact form.

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.

Additional Information

• Schedule: Full-time
• Job Code: 4099
• Employee Status: Fixed-Term
• Grade: G
• Requisition ID: 102887
• Work Arrangement : Hybrid Eligible