Administrative Associate and Center Support Specialist - Faculty Support Team

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Administration
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93683 Requisition #

ADMINISTRATIVE ASSOCIATE and CENTER SUPPORT SPECIALIST – FACULTY SUPPORT TEAM  

The Faculty Support Team at Stanford Law School, a premier administrative support unit, has an immediate opening for an Administrative Associate and Center Support Specialist.  This role provides direct administrative support to center directors and associated staff, assistance to emeritus faculty, adjuncts, and other visiting instructors. This includes calendar management, preparing correspondence, communications, and reimbursements.  In addition, you will assist with research tasks, participate in center symposiums and events, draft reports, and prepare presentations, including multi-media documents. In this role you will track systems or databases to manage various processes and datasets, including speakers and event participants, key market players, or grant statuses.  You will  work closely and collaborate with faculty support team members as well as many other departments within the law school and reports to the Director of Faculty Support Services.  The ideal candidate is expected to work independently but also as part of a team dedicated to the law school’s mission.

To be successful in this role, you will manage and prioritize assignments from multiple centers and constituents simultaneously and often with competing deadlines.  You will need to know the using advanced features of the Microsoft Office suite such as tables, footnotes, mail merge, pivot tables, formulas, animation, and graphics.

Stanford Law School, on the campus of one of the world’s leading research universities, offers unmatched opportunities. We are known for our collegial culture, which is intimate and egalitarian. In this close-knit community, collaboration and the open exchange of ideas are essential to life and learning. Students, faculty, staff, alumni — all support and inspire each other to explore, excel and contribute to the world through law.

ESSENTIAL JOB RESPONSIBILITIES:

  • Respond to inquiries, and determine and take appropriate action as required. Serve as a resource regarding a defined set of policies and procedures.
  • Perform duties associated with 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, and between centers and the SLS Program Group. Staff and attend events as needed.
  • 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.
  • Plan and schedule calendar(s) based on consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies. This may involve visa processing and preparing other travel documents.
  • Process and monitor routine financial transactions, which may include researching and resolving discrepancies, and including financial reporting and budget tracking/monitoring.
  • Maintain approved content on websites, including updating and managing content, and ensuring the accuracy of information detailed on the websites.

Other duties may also be assigned, including but not limited to:

  • Manage memberships and dues for related associations and organizations as well as subscriptions for news media related content.
  • Preparation of course materials and handouts, including class readings and announcements; prepare student seating charts, tent cards, index cards for classroom management and interaction.
  • Extensive proofreading and editing of letters, course materials, presentations, articles, and manuscripts.

     

MINIMUM REQUIREMENTS:

High school diploma and three years of administrative experience, or combination of education and relevant experience.  Bachelor's degree preferred.

Knowledge, Skills and Abilities

  • Proficient computer skills and demonstrated experience with office software and email applications, including Word, PowerPoint, Excel.
  • 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.
  • Ability to problem solve.
  • Desire and ability to work independently, but also to perform in a team environment.
  • Strong proofreading and detail-oriented research and writing skills

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.

*Stanford is an equal employment opportunity and affirmative action employer and is committed to recruiting and hiring without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.


 

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