Administrative Projects and Operations Specialist

The Administrative Services Support Team at Stanford Law School, a premier administrative support unit, has an immediate opening for an Administrative Projects and Operations Specialist. We are seeking an experienced administrative specialist to support the law school's departments with general administrative needs. In this position, you will provide support for backup needs due to excessive workloads, vacation or other personal leave needs. Our ideal candidate will be comfortable working independently with different groups and changing environments. You will also maintain a broad range of administrative and research duties, and are expected to work collaboratively with many departments within the Law School and externally to achieve a broad range of programmatic and academic goals. Your role is part of the Administrative Support Team and reports to the Assistant Director of Administrative Learning & Development, Department Liaison.

Stanford Law School, on the campus of one of the world’s leading research universities, offers unmatched opportunities. We are known for our collegial culture, which is intimate and egalitarian. In this close-knit community, collaboration and the open exchange of ideas are essential to life and learning. Students, faculty, staff, alumni — all support and inspire each other to explore, excel and contribute to the world through law.

ESSENTIAL JOB RESPONSIBILITIES

• Act on behalf of the supervisor, department manager, or chair in regard to establishing priorities and identifying and resolving problems that are administrative in nature.
• Independent judgment for establishing priorities and identifying and resolving problems relating to faculty or department needs and competing deadlines.
• 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 events 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 calendars with limited consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
• Coordinate complex travel arrangements, both domestic and international, prepare itineraries, and obtain visas and other travel documentation needed.
• Oversee and/or process a variety of complex financial transactions; produce, monitor, and reconcile budget statements; research, identify, and resolve discrepancies.
• Research articles, topics, and case law using various internet search engines and research databases.
• Troubleshoot technical requests for computer, printer, or application problems; escalate issues to IT as needed.
• Create complex reports and spreadsheets that may utilize specialized software and systems.
• May lead staff or supervise the day-to-day work of students and/or temporary workers, including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, reviewing work for quality and timeliness, and providing performance feedback.

EDUCATION AND EXPERIENCE

High school diploma and four years of administrative experience, or a combination of education and relevant experience. Bachelor's degree preferred.

To be successful in this position, you will also bring:

• Advanced computer skills and demonstrated experience with the Microsoft office suite, email applications, as well as strong internet research and database skills.
• Demonstrated success in following through and completing projects.
• Excellent organizational skills and attention to detail.
• Strong verbal and written communication skills.
• Excellent grammar, spelling, and proofreading skills.
• Excellent customer service and interpersonal skills.
• Establish priorities and handle multiple time-sensitive projects.
• Ability to take initiative and ownership of projects.
• Ability to routinely and independently exercise sound judgment in making decisions.
• Ability to gather, process, analyze, and report information. Must be a creative problem solver.
• Knowledge of computer-based research programs such as Lexis or Westlaw. Will be expected to gain working knowledge of Stanford systems, including Oracle, if not already proficient.
• Dependability and strong commitment to professional development and process improvement.

Please submit both a cover letter and a resume to be considered for the position.

The expected pay range for this position is $39.20 to $45.56 per hour.

Stanford University provides pay ranges representing its good faith estimate of what the salary or hourly wage the university reasonably expects to pay for a position upon hire. 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 (https://cardinalatwork.stanford.edu/benefits-rewards) 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.