Administrative Associate and Dean’s Office Assistant, Stanford Law School

🔍 School of Law, Stanford, California, United States

📁: Administration

📅   : Mar 20, 2024 Post Date

📅   : 102625 Requisition #

The Administrative Support Team at Stanford Law School seeks a full-time Administrative Associate and Dean’s Office Assistant to join its dynamic administrative, academic, and legal services team.

As a premier administrative support unit, staff members play an integral role in assisting and supporting faculty with the development and implementation of the academic content for students as well as general research and teaching agendas. If you have strong research and presentation skills, the ability to conduct research projects without close supervision, and exhibit close attention to detail, this position is ideal for you. Strong interpersonal skills and the ability to interact with other departments is also valuable. The position works closely and collaborates with other administrative support team members as well as many other departments within the law school and reports to the Associate Director of Administrative Support Services.

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 Responsibilities of Dean’s Office Assistant:

Manage and respond to high volume of phone calls, emails, and drop-in inquiries.
Maintain the confidentiality of information coming through the Dean’s office.
Plan, execute, and oversee functions and events sponsored by the Dean’s office.
Support the Faculty Affairs function of the Dean’s Office by assisting with faculty visits, appointments files, faculty workshops and faculty meetings.
Schedule meetings and calendar with limited consultation.
Manage the travel and expense reimbursements for the Dean and Dean’s Office staff, and oversee and/or process a variety of complex financial transactions.
Draft and/or generate routine communications; coordinate production (formatting, copying, etc.) and dissemination of documents, such as appointments files, course materials, and presentations.

Essential Responsibilities of Administrative Associate:

Respond to inquiries 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.
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, 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.
Process and monitor routine financial transactions, which may include researching and resolving discrepancies.
Maintain office supplies and equipment; obtain vendor quotations, as needed. Coordinate office moves.
Maintain approved content on websites.

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, including proofreading skills.
Excellent customer service and interpersonal skills.

Additional Success Factors:

Ability to take initiative and ownership of projects.
Ability to exercise sound judgment routinely and independently in making decisions.
Ability to gather, process, analyze and report information. Must be a creative problem solver.
Dependability and strong commitment to professional development and process improvement.
Ability to interact effectively and proactively with faculty, academic staff, law school staff, students, visitors, media sources, VIP's and the public in a high- profile environment.
Knowledge of working with and managing a budget.
Demonstrated ability to establish priorities and multi-task, balancing the needs of several different managers.

Please submit both a cover letter and resume to be considered for the position.

The expected pay range for this position is $26.92 to $37.02 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.

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. 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.

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.

Stanford Law School seeks to hire the best talent and to promote a safe and secure environment for all members of the university community and its property. To that end, new staff hires must successfully pass a background check prior to starting work at Stanford University.

Additional Information