"Administrative Assistant"

The Early Life Stress and Resilience Program (ELSRP) is seeking an Administrative Assistant (AA) at 100% to support managerial and administrative tasks. The prospective AA will support projects across ELSRP including special attention to communications and planning with external collaborators. Our team is looking for an individual who has strong administrative and project-based experience with excellent verbal, written, presentation, and interpersonal communication skills. An ideal candidate will be self-motivated and detail-oriented with a positive attitude under pressure especially in terms of handling the workload and meeting deadlines. Some aspects of the position entail scheduling and managing complex calendar (i.e., scheduling venue, travel, preparation of training materials, etc.), assistance with specific project-based databases, assistance with maintenance of program websites, and more.

DUTIES INCLUDE:

• Assisting senior administrative personnel with various events such as preparation of weekly meetings, assisting with visitors and setting up meetings. Arranges catering, sets up for meetings, makes room reservations.
• Maintain office supplies and equipment (e.g., Assisting with ordering supplies for the main administrative office).
• Process and monitor routine financial transactions (e.g., compiling info and processing simple purchasing card transactions).
• Maintain approved content on websites and other types of media relation communication such as social media accounts. (e.g., serve as backup for maintaining ELSRP Website and branch sites like CCT-TP, BRIS, B2L).
• Providing basic administrative support such as photocopying documents for supported faculty as needed and maintaining google documents.
• Identifying project needs and establishing priorities.
• Creates and manage development milestones and schedule; Plan and schedule calendar(s).
• Excellent writing skills particularly familiar with correspondence for presentations, course handouts, grants, conferences, and seminars, which may perform editing and fact checking.
• Assistance with program outreach and cloud-based video conferencing platform (e.g., Zoom set up and support).

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.

DESIRED QUALIFICATIONS:

• Bachelor’s degree and three years of administrative experience, or combination of education and relevant experience.
• Demonstrated success in following through and completing routine tasks
• Strong organizational skills and attention to detail.
• Strong verbal and written communication skills. Accuracy in grammar and spelling is very important.
• Ability to prioritize, multi-task and meet deadlines.
• Ability to problem solve.
• Ability to work independently and prioritize activities after receiving general guidance.
• Experience with expense requests and Stanford Fingate desirable.
• Language Proficiency: Proficiency in both spoken and written English and Spanish. Additional languages are a plus.
• Excellent customer service and interpersonal skills.
• Proficient computer skills and experience with office software and email applications such as Microsoft Office, Adobe Acrobat, etc.
• Proficiency in content management systems (e.g. AEM, Website management systems) as well as some experience on marketing automation and email marketing platform (e.g., Mail Chimp, Constant Contact).

EDUCATION & EXPERIENCE (REQUIRED):

High school diploma and three years of administrative experience, or combination of education and relevant experience.

KNOWLEDGE, SKILLS AND ABILITIES (REQUIRED):

• Proficient computer skills and demonstrated experience with office software and email applications.
• Demonstrated success in following through and completing routine tasks.
• Strong organizational skills and attention to detail.
• Strong verbal and written communication skills.
• Excellent customer service and interpersonal skills.
• Ability to prioritize and multi-task.

CERTIFICATIONS & LICENSES:

None

PHYSICAL REQUIREMENTS:

• Constantly perform desk-based computer tasks.
• Frequently stand, walk, twist, bend, stoop, squat and use fine light/fine grasping.
• Occasionally sit, reach above shoulders, perform desk-based computer tasks, use a telephone, and write by hand, lift, carry, push, and pull objects that weigh up to 40 pounds.
• Rarely twist/bend/stoop/squat, kneel/crawl.

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.

WORKING CONDITIONS:

• 100% in person onsite work. This position is based on the Stanford main campus.

The expected pay range for this position is $31.97 to $38.40 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.