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Administrative Support Specialist II

2 months ago

Palo Alto, California, United States Stanford University Full time

The Faculty Support Team at Stanford Graduate School of Business is dedicated to assisting our esteemed Faculty members by closely collaborating with them to comprehend their requirements while delivering exceptional customer service. We are currently seeking three (3) Faculty Assistant II (FA II) positions.

Under general supervision, the FA II plays a crucial role in providing comprehensive administrative and operational support to GSB Faculty across various aspects of classroom preparation and research assistance. Responsibilities include preparing course materials, research documents, and correspondence. The FA II is also tasked with managing PCard transactions and expense reports, creating and updating class-related web pages, processing reimbursements for both domestic and international travel, and offering backup support to fellow FA members as necessary.

Key Responsibilities:

  • Address inquiries and determine appropriate actions as needed. Serve as a resource regarding a defined set of policies and procedures.
  • Exhibit a proactive approach in scheduling, organizing, and executing conferences, seminars, and events, including vendor recommendations, budget preparation for approval, overseeing material production and distribution, coordinating logistics, and liaising with both internal and external vendors.
  • Demonstrate skills in writing or editing communications; coordinate the production (formatting, copying, etc.) and dissemination of documents, including presentations, course handouts, grant proposals, conference materials, complex reports, brochures, and displays.
  • Plan and manage calendars based on consultations, resolve scheduling conflicts, and arrange travel in accordance with unit, university, and sponsor policies.
  • Process and monitor financial transactions, which may involve researching and resolving discrepancies.
  • Act as the point of contact for general maintenance, health and safety, and other facility-related concerns within the unit(s); report any incidents or potential safety issues to the appropriate representatives. Ensure completion of required training.
  • Maintain approved content on websites.
  • May guide and train new staff and/or contingent workers, including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, and reviewing work for quality and timeliness.

Qualifications:

  • High school diploma and a minimum of three years of administrative experience, or a combination of education and relevant experience.
  • Excellent customer service and interpersonal skills.
  • Ability to adhere to strict timelines that align with daily and quarterly academic calendars.
  • Strong verbal and written communication skills.
  • Capability to prioritize and multitask based on deadline requirements.
  • Exceptional organizational skills (both written and verbal) and a keen attention to detail.
  • Experience working effectively in team environments.
  • Proven track record of following through and completing assigned tasks.

Preferred Qualifications:

  • Extensive administrative experience in an academic business school setting is preferred.
  • Familiarity with academic customer-service programs for faculty, students, alumni, visiting scholars, and university visitors.
  • Successful experience as an Administrative or Office Assistant in an academic, research, or business environment, supporting multiple Faculty or managers in a high-traffic customer service context.

The expected pay range for this position is $26.92 to $34.65 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.

At Stanford University, base pay represents only one aspect of the comprehensive rewards package. The Cardinal at Work website provides detailed information on Stanford's extensive range of benefits and rewards offered to employees. Specifics about the rewards package for this position may be discussed during the hiring process.

Application Process:

We invite you to apply for this position by submitting a cover letter and résumé along with your online application.

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 accommodations to applicants and employees with disabilities. Applicants requiring a reasonable accommodation for any part of the application or hiring process should contact Stanford University Human Resources. For all other inquiries, please submit a contact form.

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.