Centers Administrative Coordinator – Stanford Securities Litigation Analytics Project, Stanford Law School - Stanford, CA

Centers Administrative Coordinator – Stanford Securities Litigation Analytics Project · One Year Fixed-Term · NOTE:This position has been deemed critical/has specific funding, has been approved by the Law School for posting, and is exempt from the hiring freeze. · The Administrat ...

Job description

Centers Administrative Coordinator – Stanford Securities Litigation Analytics Project

One Year Fixed-Term

• NOTE:This position has been deemed critical/has specific funding, has been approved by the Law School for posting, and is exempt from the hiring freeze.

The Administrative Services Support Team at Stanford Law School, a premier administrative support unit, has an immediate opening for a Center's Administrative Coordinator for the Stanford Securities Litigation Analytics Project. This is a one-year fixed-term role with the possibility of extension based on the needs of the Law School. This is a key position supporting the administrative, operational, and programmatic aspects of the Center's research mission. The position works closely with and collaborates with administrative support team members as well as various departments within the law school, reporting to the Associate Director of Administrative Support Services with a dotted-line reporting relationship to the Executive Director of the Stanford Securities Litigation Analytics (SSLA) Project.

Stanford Law School, located within one of the world's leading research universities, offers unparalleled professional opportunities. We are recognized for our collegial culture, which is characterized by an intimate and egalitarian atmosphere. In this close-knit community, collaboration and the open exchange of ideas are essential to life and learning. Students, faculty, staff, alumni — all support and inspire each other to explore, excel, and contribute to the world through law.

This position offers hybrid flexibility after 3 months in the role, with 100% onsite work. Following this period, this position is expected to be on campus a minimum of 3 days/week.

ESSENTIAL JOB RESPONSIBILITIES

• Act on behalf of the supervisor or department manager in regard to establishing priorities and identifying and resolving administrative problems.
• 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 events within budget.
• Act as liaison between Center staff and the Program Group to coordinate conferences and events and share information. Staff and attend events as necessary. Act as the liaison for high-level speakers to ensure all needs and requests are accommodated.
• 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 ensure the accuracy of content in various unit documents, displays, reports, brochures, social media, and websites.
• Prepare presentations for use by the Executive Director in meetings with donors and other stakeholders.
• Plan and schedule calendars (s) with limited consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
• Manage the Executive Director's schedule and appointments by becoming immersed in the Center's core activities and understanding the many stakeholders and constituents who need to communicate via in-person, telephone, or virtual meetings.
• Communicate with outside organizations and individuals to arrange meetings with the Executive Director and/or obtain the necessary information for the Center.
• Schedule and coordinate regular staff meetings, including creating agendas and distributing notes.
• Create complex reports and spreadsheets that may utilize specialized software, systems, and tools.
• 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.
• Assist with the design and maintenance of digital resource collections created by the staff and interns.
• Prepare and manage tracking systems or databases used to manage various processes and store datasets, including speakers, event participants, donor inquiries/opportunities, and key market players.
• Website maintenance, including updating and managing content, and ensuring the accuracy of information detailed on the website.
• Coordinate the recruiting processes for center staff, interns, or fellows, including creating job descriptions, posting job openings, organizing and reviewing resumes, and schedule interviews, and managing the onboarding process for new center employees.
• May lead staff or supervise the day-to-day work of students and/or temporary workers, including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, reviewing work for quality and timeliness, and providing performance review input.

EDUCATION AND EXPERIENCE

High school diploma and four years of administrative experience, or a combination of education and relevant experience.

• Advanced computer skills and demonstrated experience with office software and email applications, including Microsoft Office and Google Workspace. Knowledge of Oracle Financials and other University systems is desirable.
• Demonstrated success in following through and completing projects.
• Excellent organizational skills and attention to detail.
• Strong written and verbal communication.
• Ability to prioritize, multitask, take initiative, and take ownership of projects.
• Ability to routinely and independently exercise sound judgment in making decisions.
• Ability to build strong working relationships with people both in person and virtually.
• Excellent customer service and interpersonal skills, preferably in an academic setting. Excellent project management skills (including project planning and scheduling, managing internal and external project partners/contractors, and project communication).
• Experience working with and managing a budget is preferred.

The expected pay range for this position is $39.20 to $45.56 per hour.

Stanford University provides pay ranges that represent 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.

• Note: 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 accommodation to any employee with a disability who requires accommodation to perform the essential functions of the job.

• 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.

• Stanford Law School seeks to hire the best talent and to promote a safe and secure environment for all members of the university community and its property. To that end, new staff hires must successfully pass a background check prior to starting work at Stanford University.