Centers Administrative Coordinator – Stanford Racial Justice Center

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Administration
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96626 Requisition #

Centers Administrative Coordinator – Stanford Racial Justice Center

The Administrative Services Support Team at Stanford Law School, a premier administrative support unit, has an immediate opening for a Centers Administrative Coordinator.  This is a key position supporting the administrative, operational, and programmatic teaching and research mission of the Stanford Racial Justice Center.  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 Director of Administrative Support Services with a dotted line reporting relationship to the Executive Director of the Stanford Racial Justice Center.

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

 

CORE DUTIES

  • Act on behalf of the supervisor, department manager, or chair in regard 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
  • Act as liaison between Center staff and the Program Group to coordinate conferences and events and share information.  Staff and attend events as necessary.  Act as the liaison for high level speakers to accommodate all needs and requests. 
  • 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.
  • Prepare presentations for use by the Executive Director in meetings with donors and other stakeholders.
  • Plan and schedule calendar(s) with limited consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
  • Manage Executive Director’s schedule and appointments by becoming immersed in the Center’s core activities and understanding the many stakeholders and constituents who need to communicate via in-person, telephone, or on-line meetings.
  • Communicate with outside organizations and individuals to solicit meetings with the Executive Director and/or information needed by the Center.
  • Schedule and coordinate regular staff meetings, including creating agendas and follow up notes.
  • 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.
  • Collaborate with the center staff to prepare applications for grants, including drafting and editing proposals, researching needed information, and ensuring all guidelines and deadlines are met.  Ensure compliance with the grants when received and report on them as necessary.
  • Assist with design and maintenance of digital resource collections created by the staff and interns.
  • Prepare and manage tracking systems or databases used to manage various processes and store datasets, including speakers, event participants, donor inquiries/opportunities, key market players, or grant status.
  • Website maintenance, including updating and managing content, creating original content, and ensuring the accuracy of information detailed on the website.
  • Coordinate the recruiting processes for center staff and interns including creating job descriptions, posting job openings, organize and review resumes, and schedule interviews, and managing the onboarding process for new center employees.
  • 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.

 

EDUCATION AND EXPERIENCE

High school diploma and four years of administrative experience, or a combination of education and relevant experience.

  • Advanced computer skills and demonstrated experience with office software and email applications, including Microsoft Office and Google.  Knowledge of Oracle Financials and other University systems is desirable.
  • Demonstrated success in following through and completing projects.
  • Excellent organizational skills and attention to detail.
  • 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.

 

Preferred Knowledge, Skills, Abilities:

  • Excellent interpersonal, verbal, and written communication skills required. Sensitivity to different cultures and language barriers.
  • Ability to build strong working relationships with people both in person and virtual.
  • 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.
  • Excellent project management skills (including project planning and scheduling, managing internal and external project partners/contractors, risk management, and project communication).
  • Experience working with and managing a budget is preferred.
  • Demonstrated ability to multi-task, balancing the needs of several different managers.
  • Must have a strong interest in the work of the center and the Law School.

 

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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