Administrative Associate 3, VPDoR Central Office
Dean of Research, Stanford, California, United States
New
Administration
Post Date 6 hours ago
Requisition # 107500
Exemption: Non-exempt
Stanford's Office of the Vice Provost and Dean of Research (VPDoR) is seeking an 100% FTE Administrative Associate 3 with a strong professional presence and high level of discretion to provide financial, operational, administrative, and project support to our central office as a member of the administrative support team. This position reports to the Special Assistant to the Dean/Manager of Administrative Support Services.
We are a highly collaborative team that is part of a larger operations family that encourages and supports opportunities for professional growth and provides a positive working experience for all team members. This position will have the opportunity to collaborate with a wide variety of individuals (faculty, staff, executives, etc.) to accomplish our unit's goals and meet the required deadlines.
The ideal candidate is a friendly, proactive, and dependable self-starter with strong interpersonal, communication skills, and attention to detail. The position requires a motivated person with a positive attitude and a passion for customer service, learning new and unfamiliar business topics, policies and procedures as they relate to the role - the ability to translate this information into operational success will be critical. The position requires a high level of professionalism, productivity, accuracy, organization, multi-tasking, independence, sound judgment, and decision-making. Dedication to supporting others while managing a wide variety of tasks in a fast-paced environment with frequently shifting priorities will be key for a successful candidate.
If you believe that this opportunity is a match for your knowledge, skills, and abilities, this position is ideal for you. We encourage you to apply.
This position will be based on the Stanford historic campus and will be considered for an option of telecommuting (hybrid of working on-site and off-site), subject to operational need.
SCHOOL/UNIT DESCRIPTION :
The Stanford Vice Provost and Dean of Research (VPDoR) office advances, nurtures and safeguards Stanford's research ecosystem. It recommends and promulgates new research policies and oversees implementation. VPDoR also provides financial and operational oversight for independent academic units and research support offices. Our community ranges broadly, consisting of esteemed alumni, world class faculty and students, dynamic staff and administrators and including some of the world's most successful leaders. In realizing our mission, our staff are critical to supporting our organization's goals and enabling Stanford faculty and students to accomplish its mission by conducting cutting-edge research with the objective of formulating innovative solutions to global challenges through interdisciplinary research activities.
The mission of VPDoR Central office is in providing guidance and support to facilitate, nurture, and safeguard a thriving research ecosystem.
Our vision is to encourage and facilitate interdisciplinary and disciplinary research and innovation
Ensure Stanford's research community earns and maintains public trust;
Sustain a culture of integrity and operational excellence; and,
Celebrate diversity of individuals and ideas.
POSITION SUMMARY :
The Administrative Associate 3 will provide support and coordination of financial, administrative, and operations-related functions within the Vice Provost and Dean of Research Central Office.
CORE DUTIES :
Act on behalf of the supervisor in regard to establishing priorities and identifying and resolving problems that are administrative and financial in nature.
Oversee and process a variety of complex, recurring, and routine financial transactions; produce, monitor, and reconcile budget statements; research, identify, and resolve discrepancies.
Independently set-up and process business financial transactions for VPDoR Central teams in a timely manner, including purchasing orders, contracts, travel, reimbursements, and payments of invoices for business expenses within defined limits and in compliance with SU policies.
Serve as custodian of office purchasing card (PCard) and office Travel card. Reconcile and process expenses and reimbursements. Track transactions and metrics for business expenses.
Create complex reports, spreadsheets, and processes which may utilize specialized software and systems.
Maintain office supplies and equipment, order and maintain stock. Track usage of shared resources.
Order services and goods, negotiate pricing, order SWAG and supplies, work with vendors.
Coordinate ordering and tracking of computer equipment and other technology. Point of contact for Stanford Hardware Program (SUHP); Department STAR, building access and office maintenance.
Coordinate and monitor routine and special maintenance services. Plan and coordinate office moves and/or minor renovation projects.
May assist with capital or special equipment requests and/or vendor selection.
Serve as liaison to: Business Affairs; University IT (office computing, Cardinal Print), Facilities/LBRE (Building Maintenance, Office Manager duties), Surplus. Serve as Stanford Hardware Program (SUHP) Point of Contact; Department Property Manager, Department STAR.
Compose and draft documents and correspondence for presentations, 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.
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.
Plan and schedule calendar(s) with limited consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
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.
Other duties as assigned
MINIMUM REQUIREMENTS **:
EDUCATION & EXPERIENCE (REQUIRED)** :
High school diploma and four years of administrative experience, or combination of education and relevant experience.
KNOWLEDGE, SKILLS AND ABILITIES (REQUIRED) :
Advanced computer skills and demonstrated experience with office software and email applications.
Demonstrated success in following through and completing projects and routine tasks.
Excellent organizational skills and attention to detail.
Strong verbal and written communication skills.
Excellent customer service and interpersonal skills.
Ability to prioritize and multi-task.
Ability to take initiative and ownership of projects.
Ability to routinely and independently exercise sound judgment in making decisions.
In addition, our preferred qualifications include :
Knowledge of Stanford University systems and policies.
Experience planning and coordinating a wide variety of events.
WORKING CONDITIONS :
Constantly perform desk-based computer tasks.
Frequently sitting. (sit/stand workstation)
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.
ONSITE/HYBRID :
Eligible for Hybrid Work Arrangement: After completing initial training, employees may have the opportunity to transition to a hybrid work schedule
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 by submitting a contact form .
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.
The expected pay range for this position is $39.20 to $45.56 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 a wide range of factors that are unique to each candidate including but not limited to geographic location, knowledge, skills and abilities, relevant education, depth and breadth of experience, performance; as well as other business and organization needs such as (but not limited to) the scope and responsibilities of the position, the minimum qualifications, departmental budget availability, and market and internal equity across the unit, department and reporting relationships.
At Stanford University, base pay represents only one aspect of the comprehensive rewards package. The Cardinal at Work website (https://cardinalatwork.stanford.edu/benefits-rewards) 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. Ourcultureandunique 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!
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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.
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: 4098
Employee Status: Regular
Grade: F
Requisition ID: 107500
Work Arrangement : Hybrid Eligible, On Site