Administrative Associate and Dean's Office Assistant

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Administration
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93693 Requisition #

ADMINISTRATIVE ASSOCIATE AND DEAN’S OFFICE ASSISTANT

The Faculty Support Team (FST) 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, the FST plays 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 having strong research and presentation skills, being able to conduct research projects without close supervision and paying close attention to detail are skills that you possess, this position is ideal for you. Strong interpersonal skills and the ability to interact with senior corporate executives and government officials are also valuable. In this role, you will maintain a full range of administrative and research duties, and are expected to work collaboratively with many departments within the Law School and externally to achieve a broad range of programmatic and academic goals. This position reports to the Director of Faculty Support Services and be expected to work independently but also as part of a team dedicated to the law school’s mission.

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.

Supporting the Dean’s office you will be expected to:

  • 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.

Core Duties:

  • May act on behalf of the supervisor, department manager, in regards to establishing priorities and identifying and resolving problems that are administrative in nature.
  • Oversee and/or perform duties associated with scheduling, organizing, and operating conferences, seminars, and events, including arranging with vendors for services, overseeing the production and distribution of materials, administering logistics, and managing event within budget. Coordinate logistics for class speakers or visitors.
  • Compose and draft documents and correspondence for presentations, course handouts/materials (using Canvas), conferences, seminars, and reports; perform substantial editing and fact checking. Create, maintain, modify, and/or ensure accuracy of content in various unit documents, displays, reports, brochures, social media, and/or websites.
  • Plan and schedule calendar(s) with limited consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies. May obtain visas and other travel documentation needed in compliance with unit, university, and sponsor policies.
  • Oversee and/or process a variety of complex financial transactions (process invoices and reimbursements, including pcard and travel card transactions; produce, monitor, and reconcile budget statements; research, identify, and resolve discrepancies. May assist with capital or special equipment requests and/or vendor selection.

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

  • Research articles, topics, and case law using various internet search engines and research databases; conduct research on and help prepare presentations relating to topical developments in financial markets and in the regulatory environment.
  • Research, prepare and record copyright permission requests for course materials through Copyright Clearance Center.
  • Edit and process letters of recommendation for academic positions as well as student clerkships.

MINIMUM REQUIREMENTS:

High school diploma and four years of administrative experience, or combination of education and relevant experience. Bachelor’s degree, and research or administrative experience in a corporate or academic setting strongly preferred.

Knowledge, Skills and Abilities

  • Advanced computer skills and demonstrated experience with office software and email applications. This includes being able to use the advanced format features and complex mathematical functions in Word and Excel.
  • Demonstrated success in following through and completing projects.
  • Excellent organizational skills and attention to detail.
  • Strong verbal and written communication skills.
  • Excellent customer service and interpersonal skills.
  • Ability to prioritize, multi-task, and assign work to others.
  • Ability to take initiative and ownership of projects.
  • Ability to routinely and independently exercise sound judgment in making decisions.

Must have or be willing to promptly acquire, knowledge of computer-based research programs such as Lexis or Westlaw. Will be expected to gain working knowledge of Stanford systems, including Oracle, if not already proficient.

 

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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