Administrative Associate, Lemann Center

The Lemann Center for Educational Entrepreneurship and Innovation in Brazil at the GSE is seeking a full-time Administrative Assistant (working at 80% FTE or 32 hours/week) to provide detailed, diversified support for the center’s faculty, students and scholars in its mission to support improvements in the Brazilian Educational system. The ideal candidate is a friendly, proactive, and dependable self-starter with experience in customer service, program coordination, and/or education administration. If you are interested in working with the world’s top scholars in education research, and you enjoy putting big ideas into action, we invite you to apply and be an integral part of the GSE’s vision for “improving lives through learning.”

Administrative Assistants at the GSE are eligible for a hybrid work arrangement in which the employee is expected to work a minimum of 2-3 days onsite per week, subject to demonstrate competencies and operational need. Interested applicants should include a resume and cover letter describing why they are interested in this position at this stage in their career.

ABOUT US

The Stanford University Graduate School of Education (GSE) is a top-ranked school of education, known for its prestigious faculty, rigorous graduate degree programs, and its impact on the quality of education across the world. The GSE is committed to developing leaders in education research, practice, and policy. Our community includes over 60 faculty, 400 students, 200 staff, 14,000 alumni and countless people from the local and global communities we work with and impact.

The Lemann Center trains Brazilian students (PhD and Master programs) and visiting scholars in a dynamic bilingual and multicultural environment. The center also supports a variety of research and innovation projects, with a particular focus on improving learning opportunities for disadvantaged students both inside and outside the public education system. If you thrive in an academic environment where everyone has a chance to be a creative problem solver and move projects forward, and you have an interest in working with international programs, students, and scholars, come join our team at the GSE!

POSITION SUMMARY

Reporting to the Administrative Director in the Lemann Center, the Administrative Associate will join the center’s team to work together to support the teaching, research, and operational needs of our community, including faculty, students, and international scholars. Routine tasks include coordinating schedules, managing logistics for events and meetings, processing financial transactions, procurement of supplies and services, arranging travel for faculty and visitors, processing payments for special guests and speakers, formatting complex documents, and serving as informed reference and service-oriented resources for all members of our community. 

CORE DUTIES:

• Respond to various inquiries and take appropriate action as required. Serve as a resource regarding business expense policies, procedures for administrative activities, and procuring resources.
• Develop organizational systems for self and others to manage time, prioritize tasks, and ensure timely completion of assignments.
• Under supervision of the Administrative Director, engage faculty leadership in administrative workflows, including financial transactions, communications, and program planning. Maintain a weekly activity report and task tracker to coordinate across all groups and stakeholders.
• 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.
•  Assist in gathering and organizing content for the Annual Report, documents, and other forms of record-keeping.
• Coordinate schedules for a team of volunteers (students and scholars) to assist with routine tasks as part of their community contribution
• May assist in maintaining website content and center’s social media presence
• Arrange complex domestic and international travel in compliance with Stanford’s business expense policies; employ organization and communication skills to provide travelers with detailed itineraries, meeting agendas, and other supporting documents for expense verification and reimbursement.
• Draft and/or generate routine communications (emails, announcements, formal correspondence letters); 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.
• Schedule meetings and manage calendar(s) based on consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
• Administer broad range of financial transactions, which may include researching and resolving discrepancies. Basic transactions include reimbursements, honoraria payments, invoicing/billing, procurements of supplies and services.
• Serve as front desk receptionist on occasion. Greet visitors and route them to appropriate individuals, answer phones, and serve as a resource on unit procedures and general inquiries
• Service the communal area, kitchen, and mailrooms - ensure cleanliness and organization. Take inventory and restock supplies including coffee, tea, kitchen and office supplies.

We are looking for:

Someone who thrives in a dynamic learning environment and approaches challenges and new assignments with enthusiasm, energy, and creativity in the dynamic bilingual and multicultural environment of the Lemann Center.

In the GSE, our Administrative Assistants interact with all levels of our constituents and play a key role in fostering a sense of community, inclusiveness, and service orientation. It is important that you can demonstrate professional decorum as well as an ability to communicate and build relationships across broad audiences. Ongoing success in the role will require a collaborative spirit, a commitment to your own professional growth and career development, and pride in your work and understanding of how it supports the overall mission of the school.