Front Desk Administrative Associate

🔍 Stanford Management Company, Stanford, California, United States

📁: Administration

📅   : Feb 10, 2025 Post Date

📅   : 105906 Requisition #

Front Desk Administrative Associate

Stanford Management Company (SMC) is seeking polished, poised, and customer service-oriented candidates for the position of Front Desk Administrative Associate. SMC, the University’s investment office, is located on campus. SMC invests Stanford University’s endowment funds, which provide critical financial support to current and future generations of students and scholars. SMC offers a friendly small work environment, while being an integral part of one of the world’s most respected universities.

The position will provide coverage for reception while also supporting the Investment Team in a variety of administrative and operational tasks. The Front Desk Administrative Associate will act as liaison among respective Investment Team professionals, internal colleagues, and external partners while providing responsive and customer-centric support.

CORE DUTIES:

Greet visitors and route them to appropriate individuals, answer phones, and serve as a resource for general inquiries.
Assist with meetings and routine conferences, including scheduling rooms, managing equipment, ordering meals, assembling materials, and sending parking permits and directions to visitors. Set up conference rooms for meetings and and maintain cleanliness after each use.
Inventory and stock office supplies including, but not limited to, general office supplies, kitchen items, food and beverages, bathroom items, and conference room amenities, on a daily basis.
Perform office duties including, but not limited to, handling of incoming and outgoing mail, creating, updating, maintaining, and modifying formatted tables, reports, or spreadsheets in MS Office (Outlook, Word, Excel, PowerPoint) and other company software, scanning investment materials, and filing them electronically and making copies.
Responsible for maintaining the Investment department PCard, including processing and clearing all charges.
Review invoices for accuracy and initiate purchase requisitions.
Create and maintain files and filing systems using Microsoft Office Suite and Google Workspace.
As needed, provide administrative assistance to some Investment Team members and backup support for the Administrative Team including, but not limited to, ad-hoc project, office management, scheduling meetings, arranging travel in compliance with department and University policies, facilities-related duties, assisting with company events, and disseminating and drafting routine communications such as notices, emails, and letters.

MINIMUM REQUIREMENTS:

Education & Experience:

High school diploma or equivalent.

Knowledge, Skills and Abilities:

Basic computer skills and demonstrated experience with office software and email applications.
Ability to follow through and complete assigned tasks.
Strong organizational skills and attention to detail.
Strong verbal and written communication skills.
Excellent customer service and interpersonal skills.

In addition, the preferred requirement includes:

Bachelor’s degree

WORKING CONDITIONS:

Work Schedule: Monday to Friday 8:00am to 5:00pm (onsite).
May work extended hours.

The expected pay range for this position is $26.65 to $32.64 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.

Why Stanford is for You

Stanford University has revolutionized the way we live and enrich the world. We are a collaborative environment that thrives on innovation and continuous improvement. We seek talent committed to excellence, driven to impact the future of our legacy, and improve lives on a global sphere. We provide competitive salaries, excellent health care and retirement plans, and a generous vacation policy. Our culture and unique perks empower you with:

Freedom to grow. Take advantage of career development programs, tuition reimbursement, or audit a course. Join a TedTalk, film screening, or listen to a renowned author or leader discuss global issues.
A caring culture. We understand the importance of your personal and family time and provide you access to wellness programs, child-care resources, parent education and consultation, elder care and caregiving support.
A healthier you. We make wellness a priority by providing access to world-class exercise facilities. Climb our rock wall, or participate in one of hundreds of health or fitness classes.
Discovery and fun. Visit campus gardens, trails, and museums.
Enviable resources. We offer free commuter programs and ridesharing incentives. Enjoy discounts for computers, cell phones, recreation, travel, entertainment, and more!

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.

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 his or her 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.

Additional Information