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Administrative Associate
Job Code: 4102
Grade: E
Exemption: Non-exempt
Administrative Associate, Knight-Hennessy Scholars
Note: Not all unique aspects of the job are covered by this job description
BACKGROUND
The Knight-Hennessy Scholars program is Stanford’s multidisciplinary, graduate-level scholarship focused on preparing the next generation of global leaders to address the complex challenges facing the world. Starting in fall 2018, Knight-Hennessy Scholars will annually select up to 100 high-achieving students with demonstrated leadership and civic commitment, who will receive full funding to pursue a graduate education at Stanford. In addition to the core Stanford degree program, each scholar will have additional opportunities for leadership training, mentorship, and cohort-based experiential learning.
 
JOB PURPOSE:
Reporting to the Managing Director, the Administrative Associate, will support all Knight-Hennessy Scholars program functions. He/She will assist with financial transaction processing (in Oracle Financials), data management, facilities management, event coordination, and customer service--in addition to special projects as assigned. He/She will also support the Executive Director in the areas of scheduling and travel coordination.  
The ideal candidate is a creative problem-solver and an enthusiastic team player with strong oral and written communication skills. He/She will exhibit solid judgment and the ability to navigate ambiguity. A successful candidate will also exhibit a commitment to excellence in managing both complex and simple projects simultaneously in a fast-paced, start-up-like environment. 
CORE DUTIES*:

  • Process routine financial transactions in Oracle Financials (expense reports, pCard charges, etc.), which may include researching and resolving discrepancies. (20%)
  • Plan and schedule calendar(s) based on consultation, resolve calendaring conflicts, and arrange travel in compliance with university policies for Executive Director, and other team members, as needed. (20%)
  • Perform duties associated with scheduling, organizing, and executing events, workshops and seminars. This may include recommending vendors for services, overseeing the production and distribution of materials, coordinating logistics, and serving as liaison with internal and external vendors. (20%)
  • Assist in management and maintenance of the facility. May serve as the point of contact for general maintenance, health and safety, and other facility concerns within the unit; report any incidents or potential safety problems to appropriate representatives. (15%)
  • Respond to in-person and online inquiries, and determine and take appropriate action as required. Assist with data collection and maintenance. (10%)
  • Draft and/or generate routine communications; coordinate production (formatting, copying, etc.) and dissemination of documents, such as presentations, handouts, event and seminar materials. (5%)
  • Maintain office supplies and equipment. (5%)
  • 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. (5%)

* - Other duties may also be assigned
MINIMUM REQUIREMENTS:
Education & Experience:
High school diploma and three years of administrative experience, or combination of education and relevant experience.

Knowledge, Skills and Abilities:
  • Strong organizational skills and attention to detail.
  • Strong verbal and written communication skills.
  • Excellent customer service and interpersonal skills.
  • Ability to prioritize and multitask. 
  • Proficient computer skills and demonstrated experience with office software and email applications.
  • Demonstrated success in following through and completing routine tasks.

Certifications and Licenses:
None

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.
* - 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.

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

Stanford is an equal opportunity employer and all qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.
 
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.

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