Administrative Associate 3

Perform a variety of administrative duties which may include reception duties, creating and editing communications, documents, reports and spreadsheets, scheduling and/or coordinating meetings, making travel arrangements, managing or maintaining office operations, performing employment and financial transactions.

Working Title: Front Office Operations Administrator

This position has been deemed critical by the School of Humanities and Sciences Dean’s Office and is exempt from the hiring freeze.

Work Arrangement: This is an on-site position, based on the Stanford campus.

Budgeted Salary: The budgeted base salary range for this position is $40.86 to $45.67 per hour.

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/Program Description:  Among the first departments established at Stanford University, the Department of Psychology has a long-standing tradition of ground-breaking theoretical research that also has powerful impact in the real world. The department is ranked as one of the top psychology programs in the nation and has been a leading psychology department among American universities for decades. This extraordinary achievement was honored by the Smithsonian Institution in Washington D.C.

in 2003.  For more information please see https://psychology.stanford.edu/.

Position Summary:

The Department of Psychology is seeking a Front Office Operations Administrator.  The Front Office Operations Administrator is a key team member and first point of contact for the department who is expected to take ownership of their areas of responsibility.  We are looking for a candidate with great people skills, attention to detail, organization skills and a  positive and welcoming attitude.

The position is responsible for:

Front Office Operations: Ensure that the front office area is staffed and welcoming for faculty, staff, students and visitors. Greet visitors and other guests, and answer in-person and phone inquiries.

Department Operations: Assist with general department operations including room reservations, video conferencing equipment, office supplies, print/copy room needs, department website and other media updates, guest parking permits and other department operations.

Financial Operations: Maintain the department credit cards, process reimbursements, monitor budgets for selected projects, Event Operations: Coordinate event logistics for assigned department gatherings and meetings.  Work with caterers, facilities and others to ensure a positive event experience.  Ensure events are on budget.

This position may supervise student workers as necessary.

Additional departmental duties may be assigned as needed.

This is a 100% FTE, non exempt, continuing position.

Preferred Requirements:

Additional highly preferred qualifications for this position includes:

●

Bachelor’s Degree

●

2-5 years of administrative experience, or combination of education and relevant experience E.

Responsibilities

• 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.
• Minimum Education and
• Experience
• High school diploma and four years of administrative experience, or combination of education and relevant experience.
• Knowledge, Skills and Abilities: Advanced computer skills and demonstrated experience with office software and email applications.
• Demonstrated success in following through and completing projects.
• Excellent organizational skills and attention to detail.
• Excellent Strong verbal and written communication skills.
• 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.