Senior Administrative Coordinator, Communications and PR Team, Stanford Law School

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Communications
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95573 Requisition #

JOB PURPOSE:

The Senior Administrative Coordinator provides general office management and administrative support with minimal supervision to the Communications and Public Relations Office to ensure the efficient operations of the team and directly reports to the Associate Dean.  This position also supports the Publications team within the office and project manages the admissions materials production process.

This position plays a central role within the team but is also an ambassador for the Communications and PR department, regularly interfacing with staff, senior staff and faculty, and often the first point of contact for internal and external requests.

Who we are:

The Communications and Public Relations team supports the law school’s teaching and research mission by engaging effectively with our various constituencies, raising the visibility of the school and its strengths, differentiating SLS from its competition, promoting faculty scholarship and opinion and extending its reach and impact so that Stanford Law School can continue to attract and retain top talent (faculty, staff and students).

You are:

Someone who enjoys working in a fast-paced, team-oriented environment interested in communications, publications, PR, and media.   You like being part of a creative, hard-working team.  You are a self-starter who takes initiative, has a strong work ethic, and are highly productive.  You have the ability and/or willingness to learn and become proficient in online accounting and data management systems as well as other University systems. You have excellent administrative, organizational and time-management skills.  The ability to manage up is a must in this role.

CORE DUTIES:

  • Manage Associate Dean’s calendar with limited or no consultation, resolving calendaring conflicts. Negotiate and manage the needs of individuals or groups requesting time with the supervisor, independently committing his/her time. Arrange business travel in compliance with unit and university policies. Assist with scheduling and planning of other team-related meetings, and special events  (e.g., peer group meetings hosted by SLS, department retreats beyond logistics and including content and process).
  • Act on behalf of the Associate Dean in regards to establishing operational priorities and identifying and resolving problems that are administrative in nature.  Use independent judgment to keep Associate Dean informed of all matters that require attention.
  • Manage multiple projects simultaneously. Anticipate and track initial dates, events and associated action items; follow up with appropriate parties on behalf of the Associate Dean to ensure deadlines are met.
  • Manage department budget, including tracking expenses and reconciling invoices against expenditure statements monthly. Process all department invoices and expenses.  Contact outside vendors to set up contracts. Oversee and/or process a variety of complex financial transactions; produce, monitor, and reconcile budget statements; research, identify, and resolve discrepancies; maintain a detailed shadow system in Excel and produce monthly budget tracking reports. Oversee and process all purchases for the department. Process all reimbursement and purchasing requests according to University and Law School policies and guidelines. Prepare annual budget spreadsheets for Associate Dean for Finance and Dean’s budget meetings.  Prepare reports and analyses, identify adverse trends and make appropriate recommendations or conclusions.
  • Compose correspondence; develop, review and edit presentations and documentation; independently research and analyze associated issues and/or compile materials needed for presentation and/or decision-making purposes.
  • Serve as the liaison to various internal and external constituencies, including screening correspondence and telephone calls; keep the supervisor informed of all matters requiring his/her attention.
  • Work as a member of the publications team on Stanford Lawyer magazine and other online and printed publications, including formatting, fact-checking, researching,  post-grad lookups, proofreading, putting the alumni magazine online, and other tasks as needed.
  • Project manage the annual admissions cycle content updates and production of materials from start to finish working closely with the Dean of Communications and the Dean of Admissions; create and maintain schedule, coordinate meetings, copyediting and proofreading, and fact-checking of annual updates, work with internal communications members as well as external designers.
  • Take on special projects necessary to the smooth operation of the department as needed (examples include the notable alums list).
  • Manage the online photo-database Cumulus/Sallie at the Law School, including managing permissions, working with IT for back-end support, providing training and/or support for users at the Law School, and answering emails and requests submitted through the dedicated photo-database email, and general maintenance of photos. Work with Central University contact during migration of upcoming new system projecting for 2023, including participation in Focus Group to evaluate new systems and training.
  • Maintain and update all administrative operations information used in the Office such as WFH schedules and paperwork, computer refresh calendar, organization chart, department contact information, and order office supplies in the Oracle Procurement System.
  • Assist with recruiting and onboarding new hires to the department, including training for new hires on Cumulus and other department systems.

You may also perform other duties as assigned.

 

MINIMUM REQUIREMENTS:

Education & Experience:

High school diploma and five years of relevant experience or a combination of education and relevant experience.  High-level administrative experience strongly desired.  Bachelor’s degree preferred. 

Knowledge, Skills and Abilities:

  • Demonstrated high-level administrative experience which includes advanced computer skills and demonstrated experience with office software and email applications.
  • Excellent verbal and written communication skills, including editing and proofreading.
  • Excellent planning and organizational skills.
  • Ability to take initiative and ownership of projects.
  • Demonstrated ability to handle sensitive issues and maintain confidentiality.
  • Demonstrated ability to perform duties with a high level of professionalism, flexibility, discretion, judgment, diplomacy and tact.
  • Ability to multi-task, adapt to changing priorities and meet deadlines.

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.

How To Apply:

Submit your resume and cover letter via the Stanford Careers website, reference job number: 95573

Working Conditions:

  • This is a full-time hybrid position, working a schedule with a combination of remote and on-site presence at Stanford Law School. Some on-site work is required each week. 
  • Stanford Law School/Stanford University aims to provide flexible work arrangements that facilitate employees’ ability to excel in meeting the needs of the university and their school/unit, foster a positive work-life integration, and support the management of affordability challenges, such as commuting.
  • Stanford is an amazing place to work — join a community where excellence is at the core of our culture, contributions are valued and a range of benefits and rewards are available to support you and your family throughout your Stanford career. More information: https://careersearch.stanford.edu/benefits.

About Stanford Law School

Stanford Law School is one of the nation’s leading institutions for legal scholarship and education. Its alumni are among the most influential decision makers in law, politics, business and high technology.  Faculty members argue before the Supreme Court, testify before Congress, produce outstanding legal scholarship and empirical analysis, and contribute regularly to the nation’s press as legal and policy experts. Stanford Law School has established a new model for legal education that provides rigorous interdisciplinary training, hands-on experience, global perspective and focus on public service, spearheading a movement for change.

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.

*Stanford Law School seeks to hire the best talent and to promote a safe and secure environment for all members of the university community and its property. To that end, new staff hires must successfully pass a background check prior to starting work at Stanford University.

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