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Administration
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96915 Requisition #

The Dean’s Office at Stanford University Graduate School of Education is seeking a full-time Administrative Assistant to provide detailed, diversified administrative support to faculty, operational leaders, and research centers. This position is eligible for a hybrid work schedule (partially onsite and offsite work) in which the employee may be expected to work 2-3 days onsite per week, subject to operational need.

 

Interested applicants should include a resume and cover letter describing why they are interested in this position at this stage in their career.

 

Who We Are

The Stanford University Graduate School of Education (GSE) is a top-ranked school of education, known for its prestigious faculty, rigorous graduate degree programs, and its impact on the quality of education across the world. The GSE is committed to developing leaders in education research, practice and policy. Our community includes over 60 faculty, 400 students, 200 staff, 14,000 alumni and countless people from the local and global communities we work with and impact.

 

What You’ll Do:

Reporting to the Administrative Services Manager, you will join a dynamic and welcoming community where everyone has a chance to be a creative problem solver and move projects forward. Our team of administrative assistants work together to support the teaching, research, and operational needs of our esteemed faculty and programs. Routine tasks include processing a variety of financial transactions (such as reimbursement, vendor payments, etc.), managing conference and meeting logistics, booking travel for faculty and visitors, and formatting and proofing academic papers and documents.

 

Core duties will include (but are not limited to):

  • Serve as front desk receptionist on occasion. Greet visitors and route them to appropriate individuals, answer phones, and serve as a resource on unit procedures and general inquiries.
  • Perform office duties associated with room scheduling, organizing, and operating conferences, seminars, and events, including recommending vendors for services, overseeing the production and distribution of materials, coordinating logistics, and serving as liaison with internal and external vendors.
  • Draft and/or generate routine communications; coordinate production (formatting, copying, etc.) and dissemination of documents, such as presentations, course handouts, grant proposals, conference and seminar materials, complex reports, brochures, and displays.
  • Schedule meetings and manage calendar(s) based on consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
  • Process and monitor routine financial transactions, which may include researching and resolving discrepancies.
  • May perform human resources transactional support, e.g. time cards, I9s, and/or faculty affairs support.
  • May guide and train student and/or contingent workers including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, and reviewing work for quality and timeliness.

 

 

What You’ll Bring:

To ensure the highest quality of customer service in this deadline-driven and fast-paced environment, we are looking for someone who possesses comprehensive skills in office administration, task management, and organizational initiative, as well as a general willingness to approach opportunities with enthusiasm, energy, and creativity. This ideal candidate has excellent interpersonal skills including tact, diplomacy and good judgement in interactions with University administrators, faculty, staff, and the community. This job requires working with all levels of our constituents, so it is important that you can demonstrate professional decorum as well as an ability to communicate and build relationships across broad audiences. A good sense of humor is appreciated (where appropriate) and a strong, dedicated work ethic is a must. Ongoing success in the role will require a collaborative spirit and flexible attitude, a commitment to your own professional growth and career development, and pride in your work and understanding of how it supports the overall mission of the school. Additional requirements include:

 

Education & Experience:

High school diploma and three years of administrative experience (Bachelor’s Degree preferred) or a combination of education and relevant experience.

 

Knowledge, Skills and Abilities:

  • Advanced computer skills with a working knowledge of applications such as Excel, Word, PowerPoint, Project Management Software.
  • Very strong interpersonal skills and a customer-service orientation.
  • Excellent communication skills (verbal and written) are a requirement.
  • Exceptional organizational skills and attention to detail. 
  • Ability to coordinate and manage multiple projects with competing priorities, meet deadlines and project plans with short- and long-term end dates. Demonstrated success in following through and completing projects.
  • Ability to take initiative and ownership of projects, while still being open to new and creative solutions.

 

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 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.

 

How to Apply :
We invite you to apply for this position by clicking on the “Apply for Job” button. To be considered, you must submit a cover letter and résumé along with your online application.

  • Finalist must successfully complete a background check prior to working at Stanford University. 
  • Applicants to this position must be available to work in the United States without sponsorship for 2 years or more. OPT permit holders should confirm that they are eligible to work in the US at the Stanford GSE for two years or more.

 

Consistent with obligations under the law, the University will provide reasonable accommodation to any employee with any disability who requires accommodation to perform the essential functions of his or her job.

Stanford is an equal opportunity 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 another other characteristic protected by law. 

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