Administrative Coordinator
School of Humanities and Sciences, Stanford, California, United States
New
Administration
Post Date 4 hours ago
Requisition # 107596
This position has been deemed critical by the School of Humanities and Sciences Dean's Office and is exempt from the hiring freeze.
TheSchool of Humanities and Sciences (H&S)is the foundation of a liberal arts education at Stanford. The school encompasses 24 departments and 25 interdisciplinary programs. H&S is home to fundamental and applied research, where free, open, and critical inquiry is pursued across disciplines. As the university's largest school, H&S serves as the foundation of a Stanford undergraduate education no matter which discipline students pursue as a major. Graduate students work alongside world-renowned faculty to pursue and shape foundational research that leads to breakthroughs and discoveries that shed new light on the past, influence the present, and shape the future. Together, faculty and students in H&S engage in inspirational teaching, learning, and research every day.
Department/Program Description: TheDepartment of East Asian Languages and Culturesat Stanford is dedicated to study of the languages, literatures, linguistics, and cultures of East Asia. The Department offers students M.A. and Ph.D. degrees in Chinese, Korean, Japanese, Trans-Asia and a B.A. degree in East Asian Studies.
Position Summary: The Department of East Asian Languages and Cultures is seeking an Administrative Coordinator. The Administrative Coordinator position will work under general supervision of the Student Services Manager and the Director of Finance and Operations, and must possess and demonstrate a positive outlook on continuous process improvement efforts while maintaining a team-based and customer-focused mindset.
It is critical that this position exhibit the abilities to practice sound judgment and decision-making, effective written & oral communication, strong attention to detail and respectful relationship management. This position must also exhibit a strong desire to continuously learn new and unfamiliar business topics, policies and procedures as they relate to department operations - the ability to translate this information into operational successes will be critical.
This is a 100% FTE, continuing, non-exempt position. This position will be based on the Stanford campus and will be considered for an option of telecommuting (hybrid of working on-site and off-site), with the expectation of being on-site four days per week, subject to operational need.
If you believe that this opportunity is a match for your knowledge, skills and abilities, we encourage you to apply. Thank you for considering employment opportunities with the School of Humanities and Sciences.
CORE DUTIES:
Perform duties associated with scheduling and organizing conferences and events, including recommending vendors for services, overseeing the production and distribution of materials, and coordinating logistics.
Process and monitor routine Department financial transactions such as P-card verification, reimbursements, processing honorariums, and more.May include researching and resolving discrepancies.
Respond to inquiries and determine and take appropriate action as required. Serve as a resource regarding a defined set of policies and procedures.
Draft and/or generate routine communications; coordinate production (formatting, copying, etc.) and dissemination of documents, such as presentations, course handouts, conference and seminar materials, brochures, and displays.
Plan and schedule calendar(s) based on consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
Maintain Department shared spaces, office supplies and equipment; obtain vendor quotations, as needed. Coordinate office moves.
May serve as the point of contact for general maintenance, health and safety, and other facility concerns within the unit(s); report any incidents or potential safety problems to appropriate representatives.
Maintain and edit content on websites via Drupal.
May perform human resources transactional support and/or faculty affairs support.
May guide and train student workers including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, and reviewing work for quality and timeliness.
Other duties may also be assigned.
Other duties may also be assigned.
EDUCATION AND EXPERIENCE:
High school diploma and three years of administrative experience, or combination of education and relevant experience.
KNOWLEDGE, SKILLS, AND ABILITIES:
Proficient computer skills and demonstrated experience with office software and email applications.
Demonstrated success in following through and completing routine tasks.
Strong organizational skills and attention to detail.
Strong verbal and written communication skills.
Excellent customer service and interpersonal skills.
Ability to prioritize and multi-task.
In addition, preferred requirements include:
Experience with Google Drive, Smartsheet, and Excel.
Experience verifying P-cards and processing reimbursements.
Strong communication skills both orally and in writing. Must be able to understand, interpret and communicate policies and procedures to others.
Event planning experience a plus.
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.
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- 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.
The expected pay range for this position is $31.97 to $38.40 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 (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. Our culture and unique perks empower 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 classifications 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 at stanfordelr@stanford.edu. For all other inquiries, please submit a contact 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: 4097
Employee Status: Regular
Grade: E
Requisition ID: 107596
Work Arrangement : Hybrid Eligible
