Administrative Associate, Board Of Trustees

Please include both a resume and cover letter with your application for this position.

Applications will be reviewed by the hiring team starting June 17, 2024.

Unit Description:

The Board of Trustees has responsibility for the stewardship and management of the university. Among the powers given to the trustees by the University's Founding Grant is the power to appoint a president. The board delegates broad authority to the president to operate the university and to the faculty on certain academic matters.

Learn more about us at

https://boardoftrustees.stanford.edu/

https://president.stanford.edu/

Position Summary:

The Office of the Board of Trustees is seeking an Administrative Associate 3 to provide administrative and operational support with limited supervision. This position will independently manage all logistics for events and meetings held onsite at the Stanford University campus including both internal and external vendors, staff, and other interested parties as required. As the events coordinator of the Board Office, this individual will be responsible for communicating directly with Trustees and senior staff. This role will also have oversight of operations and maintenance of all Board conference rooms and office space, as well as coordinating activities for reservations of these spaces.

In this role, you will:

• Act on behalf of the supervisor regarding establishing priorities and identifying and resolving problems that are administrative in nature.

• 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 event within budget.

• Compose and draft documents and correspondence for conferences, seminars, and reports; perform substantial editing and fact checking. Create, maintain, modify, and/or ensure accuracy of content in various documents, reports, and/or websites.

• Plan and schedule calendar(s) with limited consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.

• Create complex reports and spreadsheets which may utilize specialized software and systems.

• Oversee and/or process a variety of complex financial transactions; produce, monitor, and reconcile budget statements; research, identify, and resolve discrepancies. May assist with capital or special equipment requests and/or vendor selection.

• Coordinate and monitor routine maintenance services completion. Plan and coordinate office moves and/or minor renovation projects.

• *- Other duties may also be assigned.

To be successful in this role, you will bring:

• Demonstrated success in following through and completing projects.

• Excellent organizational skills and attention to detail.

• Ability to take initiative and ownership of projects.

• Excellent customer service and interpersonal skills.

• Ability to routinely and independently exercise sound judgment in making decisions, particularly in handling confidential and sensitive material.

• Strong verbal and written communication skills.

• Ability to prioritize, multi-task, and assign work to others

• Advanced computer skills and demonstrated experience with office software and email applications.

Education and experience

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

• Bachelor's Degree preferred.

• Understanding of Stanford structure, environment, and governance preferred

• Experience working with C-level executives preferred

Physical Requirements

• Constantly perform desk-based computer tasks.

• Frequently sitting.

• Occasionally stand/walk, reach/work above shoulders, grasp lightly/fine manipulation, grasp forcefully, use a telephone, sort/file paperwork or parts, lift/carry/push/pull objects that weigh up to 10 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 the job.

Working conditions

• May work extended hours during meetings and retreats, including weekends.

• California Driver's License, preferred (retreat(s) attendance at offsite locations)

Work Standards

• Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clients and with external organizations.

• Promote Culture of Safety and Respect: Demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned.

• Subject to and expected to comply with all applicable University policies and procedures, including but not limited to the personnel policies and other policies found in the University's Administrative Guide, http://adminguide.stanford.edu.

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 expected pay range for this position is $33.17 to $43.75 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.

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.

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: 4098

• Employee Status: Regular

• Grade: F

• Requisition ID: 103485

• Work Arrangement : On Site