Administrative Associate (Hybrid Opportunity)

Administrative Associate (Hybrid Opportunity)

The School of Humanities and Sciences (H&S) is the foundation of a liberal arts education at Stanford. The school encompasses 24 departments and 25 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 Description: One of the founding departments of Stanford University in 1891, the Department of English consists of 30+ world renowned Academic Council faculty, experienced and accomplished lecturers, 100+ undergraduate majors and minors, and 50+ graduate students. It is home to the Center for the Study of the Novel, the Literary Lab, and the world-renowned Creative Writing Program.

We are a highly collaborative team in a multi-unit (English Department, American Studies Program, the Program in Feminist, Gender, and Sexuality Studies, and Modern Thought and Literature) where we work together to maintain a positive working experience for all our team members and where opportunities for professional growth are supported.

Position Summary: The Administrative Associate will provide mainly financial support for the English Department and general operational support for the multi-unit as needed. The ideal candidate is a friendly and dependable employee with a strong drive to learn and with the ability to multi-task independently in a busy in-office and remote environment. Reporting to the Assistant Director of Finance (ADF), the incumbent will:

· Oversee and process financial transactions including reimbursement of expenses, verifications on travel card and purchasing card transactions, invoice payments, and service payments under the supervision of the ADF.

· Assist the ADF with inquiries and the execution of faculty, staff, and visitor’s complex and detailed travel arrangements both on campus and for domestic and international expenses.

· Contribute to the continuous development and maintenance of the financial procedures and guidelines established.

· Possess the ability to research, identify, and resolve problems that are administrative in nature with guidance from the ADF, other managers within the department, and/or the Director of Finance and Operations (DFO) as needed.

· Assist and/or participate in outreach activities including developing communications, planning/promoting department events and conferences, purchasing/reservations, and reconciling the event budget and associated transactions.

· Maintain approved content on websites.

· Compose the English Department’s weekly online newsletter.

· Assist as an alternative administrative staff member for coverage to English and the IDPs as needed. These duties may include website maintenance, room reservations, Lenel, facilities and other building management duties.

· Other administrative duties as assigned.

CORE DUTIES:

· Act on behalf of the supervisor, department manager, or chair 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 complex conferences, seminars, and events, including arranging with vendors for services, overseeing the production and distribution of materials, administering logistics, and managing event within budget.

· Compose and draft documents and correspondence for presentations, course handouts, grants, 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.

· Create complex reports and spreadsheets which may utilize specialized software and systems

· 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.

· Coordinate and monitor routine maintenance services completion. Plan and coordinate office moves and/or minor renovation projects.

· May lead staff or supervise day-to-day work of student and/or temporary workers, including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, reviewing work for quality and timeliness, and providing performance review input.