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Administrative Support Specialist for Faculty

2 months ago

Palo Alto, California, United States Stanford University Full time

The Faculty Support Team at Stanford University is dedicated to providing exceptional assistance to our esteemed Faculty members. We are currently seeking candidates for the position of Faculty Assistant II (FA II).

In this role, the FA II will offer comprehensive administrative and operational support to GSB Faculty across various functions related to classroom preparation and research activities. Responsibilities include the preparation of course materials, research documentation, and official correspondence. Additionally, the FA II will manage PCard transactions, expense reports, and maintain class-related web pages, ensuring timely processing of reimbursements for both domestic and international travel.

Key Responsibilities:

  • Address inquiries and provide guidance regarding established policies and procedures.
  • Exhibit initiative in organizing and executing conferences, seminars, and events, including vendor recommendations, budget creation, and logistical coordination.
  • Demonstrate proficiency in writing and editing communications, and manage the production and distribution of various documents, including presentations and reports.
  • Efficiently manage calendars, resolve scheduling conflicts, and arrange travel in accordance with university policies.
  • Oversee financial transactions, ensuring accuracy and resolving discrepancies as needed.
  • Act as a liaison for maintenance and safety concerns within the unit, ensuring compliance with training requirements.
  • Maintain and update content on departmental websites.
  • Provide guidance and training to new staff or temporary workers, overseeing workload distribution and quality of work.

Qualifications:

  • A high school diploma along with a minimum of three years of relevant administrative experience, or a combination of education and experience.
  • Exceptional customer service and interpersonal skills.
  • Ability to adhere to strict timelines aligned with academic schedules.
  • Strong verbal and written communication abilities.
  • Proficient in prioritizing tasks and managing multiple responsibilities.
  • Excellent organizational skills and meticulous attention to detail.
  • Experience working collaboratively in team environments.
  • Proven track record of completing assigned tasks effectively.

Preferred Qualifications:

  • Significant administrative experience within an academic business school setting.
  • Familiarity with academic support programs for faculty, students, and university visitors.
  • Prior experience as an Administrative or Office Assistant in a high-traffic academic or business environment.

The compensation for this position ranges from $26.92 to $34.65 per hour, reflecting Stanford University's commitment to fair pay based on various factors including role responsibilities and candidate qualifications.

Stanford University offers a comprehensive benefits package, which can be discussed during the hiring process.

To apply, candidates are encouraged to submit a cover letter and résumé along with their application.

This job description outlines typical duties and responsibilities and may vary based on departmental needs.

Stanford University is an equal opportunity employer, committed to diversity and inclusion in the workplace.