Administrative Associate

This position has been deemed critical by the School of Humanities & Sciences Dean's Office and is exempt from the hiring freeze.

CAS Administrative Associate

The School of Humanities and Sciences (H&S) is the foundation of a liberal arts education at Stanford. The school encompasses 24 departments and 24 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: The mission of the Stanford Chemistry Department is to deliver excellence in education and research by attracting the very best faculty and students.  The Department serves 26 faculty members, 5 lecturers, ~90-100 postdocs, ~250-300 PhD students, ~10 research staff, and 30 administrative staff, with an annual consolidated budget of approximately $30 million. The Department facilities consist of over 300,000 square feet of research, classroom and administrative space spread over 6 buildings.

Position Summary: The Department of Chemistry is seeking a CAS Administrative Associate. The CAS Administrator will work under general supervision of the CAS Manager 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 is part of a team of CAS administrators who support Chemistry faculty with daily responsibilities for grant preparation and administration, calendars and ordering lab supplies, as well as support the research needs of graduate students and postdoctoral scholars. The job requires the ability to work effectively with faculty and within a team structure. The administrative or operational support must be conducted with limited supervision. The candidate may be responsible for leading other administrative staff or subordinates. Familiarity with financial systems is highly desirable.

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), 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.

Please submit both a resume and cover letter when applying for this position.

CORE DUTIES:

• Provide daily administrative oversight for multiple laboratories, including procurement, shipping coordination, and financial processing (reimbursements and Pcard reconciliation).

• Interpret and clarify University policies for faculty and laboratory staff to ensure operational compliance.

• Serve as the primary liaison between vendors and faculty to resolve issues related to purchasing, billing, and logistics.

• Act as a representative of the department to establish priorities and resolve complex administrative challenges.

• Manage the end-to-end planning and execution of non-departmental, faculty-initiated conferences, seminars, and special events. This includes overseeing budget management, negotiating vendor contracts, and coordinating the production of all event-related materials.

• Provide comprehensive editorial support for faculty projects.  This may include composing and drafting documents and correspondence for presentations, course handouts, grant submittals, conferences, seminars, and reports. Create, maintain, modify, and/or ensure accuracy of content in various unit documents, displays, reports, brochures, social media, and/or websites.

• Manage complex schedules and resolve calendar conflicts independently. Arrange travel itineraries in strict accordance with university and sponsor guidelines.

• Develop sophisticated spreadsheets and reports using specialized software to track unit performance or financials.

• 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.

• Oversee routine maintenance at the request of faculty, manage office relocations, and coordinate minor renovation projects.

* Other duties may also be assigned.