Administrative Associate 2

Details

Posted: 18-Feb-24

Location: Stanford, California

Type: Full-time

Salary: Open

Categories:

Staff/Administrative

Internal Number: 102301

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.

The Stanford Institute for Research in Social Sciences (IRiSS) facilitates first-rate interdisciplinary collaborations, trains the next generation of scholars, and incubates medium- to long-term research projects to address critical social challenges. IRiSS expands access to novel data sources, and supports innovation in quantitative and qualitative research methods, advancing the frontiers of social science to explore bold, inventive research questions. IRiSS ensures that world-class, evidence-based research is produced to meet evolving problems in areas of governance and democracy, economic inequality, immigration policy, and other social issues that affect communities across the globe.

The Institute of Research in Social Science (IRiSS) in the School of Humanities and Sciences seeks an Administrative Associate 2. As part of a collaborative team of staff in IRiSS the Administrative Associate 2 will work under general supervision of the Finance and Administrative Director and must possess and demonstrate a positive outlook on continuous process improvement efforts while maintaining a team-based and customer-focused mindset. It is critical that this position exhibit the abilities to practice sound judgment and decision-making, effective written & oral communication, strong attention to detail and respectful relationship management. This position must also exhibit a strong desire to continuously learn new and unfamiliar business topics, policies, and procedures as they relate to research administration - the ability to translate this information into operational successes will be critical.

This is a 100% FTE, 2 year fixed term, non-exempt position. This position will be based on the Stanford campus and will be considered for an option of telecommuting (hybrid of working on-site and off-site), subject to operational need.

CORE DUTIES:

• Participate with principal investigator in the preparation of the administrative components of proposals within parameters of sponsored and non-sponsored research guidelines. Oversee and communicate the submission process, both paper and electronic, review documents for completeness and compliance.

• Review PDRFs, project budgets, budget justification and other documentation as needed.

• Participate in the contract closeout process; submit final reports and certificates. Compile information and documents needed for audit inquiries.

• Process and monitor routine financial transactions, which may include researching and resolving discrepancies.

• Provide full financial and procurement transactional support for business units in the program, and additional support for other units as needed. Transactions will include purchasing, contracting, travel booking and reimbursement, procurement card transactions, registration fee coordination and processing, and may include gift and other revenue transmittal management.

• Understand, apply, and advise on university and government policies for projects.

• Process and coordinate funding for graduate student support, salary offset, and summer supplements with minimal supervision.

• 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, coordinating logistics, and serving as liaison with internal and external vendors.

• Compose and draft documents and correspondence for presentations, 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.

* Other duties may also be assigned.

EDUCATION AND EXPERIENCE:

High school diploma and three years of administrative experience, or a combination of education and relevant experience. College degree preferred.

KNOWLEDGE, SKILLS, AND ABILITIES:

* 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.

In addition, preferred requirements include:

• Ability to take initiative and ownership of projects.

• Ability to routinely and independently exercise sound judgment in making decision.

The expected pay range for this position is $26.92 to $37.02 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 (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.

Why Stanford is for You

Imagine a world without search engines or social platforms. Consider lives saved through first-ever organ transplants and research to cure illnesses. Stanford University has revolutionized the way we live and enrich the world. Supporting this mission is our diverse and dedicated 17,000 staff. We seek talent driven to impact the future of our legacy. Our culture and unique perks empower you with:

* Freedom to grow. We offer career development programs, tuition reimbursement, or audit a course. Join a TedTalk, film screening, or listen to a renowned author or global leader speak.

* A caring culture. We provide superb retirement plans, generous time-off, and family care resources.

* A healthier you. Climb our rock wall, or choose from hundreds of health or fitness classes at our world-class exercise facilities. We also provide excellent health care benefits.

* Discovery and fun. Stroll through historic sculptures, trails, and museums.

* Enviable resources. Enjoy free commuter programs, ridesharing incentives, discounts and more

The job duties listed are typical examples of work performed by positions in this job classifications 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 at [email protected]. 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.

Additional Information

• Schedule: Full-time
• Job Code: 4097
• Employee Status: Fixed-Term
• Grade: E
• Requisition ID: 102301
• Work Arrangement : Hybrid Eligible