Stanford University is one of the world’s premier academic and research institutions, devoting tremendous intellectual and physical resources toward the betterment of humanity. As a major Silicon Valley employer, Stanford seeks people committed to excellence and to improving our world. In turn, the university is committed to supporting its employees as they develop their careers and enrich their lives.

The Employee Support Programs & Services organization supports the Stanford community by delivering programs that support the “whole person” as they navigate their career journey and life events. These programs and services include the various offerings of the WorkLife Office, the university-wide childcare system, enterprise-wide wellness programs, flexible work and employee experience, and the Faculty Staff Help Center. These are high-touch, employee-facing supports that meet employees where they are, often in a time of crisis or need. Our team is comprised of subject-matter experts who take seriously their role in supporting employees and their families, meeting the diverse needs of our community, and listening to the ever-evolving needs of the employee population.

The Employee Support Programs & Services team seeks an Administrative Associate to provide excellent administrative and operational leadership and support for programs in our exciting department. In this role you will support the AVP, director level direct reports to the AVP, and department initiatives. You will be essential to fulfilling our department's mission, working in a dynamic environment that interfaces with faculty, staff, graduate students, postdoctoral fellows, and various university and community. You will support complex projects and initiatives such as the employee recognition program and serve as a liaison between ESP&S and other UHR administrative functions, vendors, and collaborators. We are looking for a creative, motivated individual to accomplish tasks independently, who is invested in maintaining a positive, productive, and inclusive work culture. Are you personable, proactive, enjoy creating administrative solutions and exude a high-level of customer service? Then bring your talent and passion to join us in seeking solutions to important global problems and educating the next generation of leaders who will make the world a better place!

Responsibilities

• In this role you will support the Associate Vice President of Employee Support Programs and Services (ESP&S) in University Human Resources and ESP&S department initiatives
• You will be essential to fulfilling our department's mission, working in a dynamic environment that interfaces with faculty, staff, graduate students, postdocs, and various university partners. Interacting frequently with the AVP and direct reports on a variety of matters in order to consider multiple alternatives, recommending change where appropriate, and coordinating effective resolution with others while anticipating the needs of the senior leadership team, etc.
• You will support the employee recognition program (Stanford Celebrates You platform and events) by providing administrative support to schools and units that have implemented various elements of the program. You will also monitor the budget, oversee and/or process a variety of complex financial transactions; produce, monitor, and reconcile budget statements. 
• Gaining thorough familiarity with daily, monthly, and annual cyclical processes, projects and priorities of each sub-unit of ESP&S
• Overseeing and/or performing duties associated with scheduling and organizing and operating complex conferences, seminars, and events, events, including arranging with vendors for services, overseeing the production and distribution of materials, administering logistics, and managing events within budget.
• Plan and schedule complex calendar(s) with limited or no consultation, resolve calendaring conflicts
• Negotiate and manage the needs of individuals and groups requesting time with the AVP utilizing independent discretion when committing time
• Occasionally represent department leadership by attending meetings in their absence and/or acquiring appropriate representation on their behalf
• Act autonomously by establishing priorities, identifying and resolving problems that are administrative in nature
• Use independent judgment to keep the AVP of ESP&S informed of all matters that require attention
• Serve as the liaison to various internal and external constituencies, including screening and triaging correspondence, keeping department leadership informed of all matters requiring attention
• Independently prioritize, plan, and coordinate logistics for department events and programs with minimal supervision
• Compose correspondence; develop, review and edit presentations and documentation; independently research and analyze associated issues and/or compile materials needed for presentations and/or decision-making purposes
• Manage business travel, purchases, and financial transactions in compliance with unit, university, and sponsor policies
• Prepare reports and analyses, identify adverse trends and make appropriate recommendations or conclusions
• Manage multiple projects simultaneously
• Anticipate and track dates and action items associated with department programs and customary events, follow up with appropriate parties to ensure deadlines are met
• May also occasionally supervise staff
• Other duties may also be assigned
  

Qualifications

• We are looking for a creative, motivated individual to accomplish tasks independently, who is invested in maintaining a positive, productive, and inclusive work culture
• Skilled experience with cloud/virtual office computing including Google Drive, Zoom, and Slack
• Demonstrated high-level administrative experience which includes advanced computer skills and proficiency with Microsoft Office software and email applications
• Excellent verbal and written communication skills, including drafting, editing, and proofreading
• Excellent planning and organizational skills
• Ability to take initiative and ownership of projects from planning to implementation
• Advanced ability to work and prioritize various tasks with multiple deadlines and/or demanding timelines
• Demonstrated ability to handle sensitive issues and maintain confidentiality
• Demonstrated ability to perform duties with a high level of professionalism, flexibility, discretion, judgment, diplomacy and tact
• Ability to adapt to changing priorities and meet deadlines

MINIMUM REQUIREMENTS:

Education & Experience:
High school diploma and four years of relevant experience or combination of education and relevant experience.

Preferred Qualifications:
Previous administrative support experience at executive-level or program management experience.

Knowledge, Skills and Abilities:

• Skilled experience with cloud/virtual office computing including Google Drive, Zoom, and Slack.
• Demonstrated high-level administrative experience which includes advanced computer skills and proficiency with Microsoft Office software and email applications.
• Excellent verbal and written communication skills, including drafting, editing, and proofreading.
• Excellent planning and organizational skills.
• Ability to take initiative and ownership of projects from planning to implementation.
• Advanced ability to work and prioritize various tasks with multiple deadlines and/or demanding timelines.
• Demonstrated ability to handle sensitive issues and maintain confidentiality.
• Demonstrated ability to perform duties with a high level of professionalism, flexibility, discretion, judgment, diplomacy and tact.
• Ability to adapt to changing priorities and meet deadlines.

Certifications and Licenses:
None

PHYSICAL REQUIREMENTS*:

• 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
• Frequently sitting
• 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
• May work flexible work schedule including weekends
• Please note that this role begins with hybrid (partial on-site, partial remote) work schedule for qualifying candidates.

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.
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.
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.
We invite you to apply for this position by clicking on the “Apply for Job” button. To be considered, please submit your résumé along with your online application.