Stanford University Hiring for Administrative Associate 2 Job at Stanford, CA Full Time

The School of Humanities and Sciences (H&S) is the foundation of a liberal arts education at Stanford. The school encompasses 23 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.

JOB PURPOSE:

The Stanford Department of Biology is devoted to discovering fundamental knowledge of the living world: from the behavior of single molecules to dynamics of cells, organisms, populations, and interactions of biological systems with our planet.

We are looking for an Administrative Associate 2 to assist with scheduling, answering phones, filing, mail distribution, Department Purchasing Card, and Travel Card management, ordering supplies and assist faculty administrators as needed. The AA2 will be responsible for maintaining xerox machines and scanners. This position will also provide support to our DFO.

The AA2 will also be responsible for greeting visitors and routing them to appropriate individuals and will serve as a resource for the department. This position will also be responsible for managing calendars for all conference rooms.

The ideal candidate will have:

• Customer Service skills– manages difficult or emotional customer situations; responds promptly to customer needs; responds to request for service and assistance.
• Language Skills – Reads and comprehends simple instructions, short correspondence, and memos; writes simple correspondence.
• Problem Solving skills – identifies and resolves problems, such as issues with xerox machines, missing receipts, in a timely manner; gathers and analyzes information skillfully; develops alternative solutions; works well in team problem solving situations.

CORE DUTIES*:

• Respond to inquiries, and determine and take appropriate action as required. Serve as a resource regarding a defined set of policies and procedures.
• Perform duties associated with scheduling, organizing, and operating conferences, seminars, and events, including recommending vendors for services, overseeing the production and distribution of materials, coordinating logistics, and serving as liaison with internal and external vendors.
• Draft and/or generate routine communications; coordinate production (formatting, copying, etc.) and dissemination of documents, such as presentations, course handouts, grant proposals, conference and seminar materials, complex reports, brochures, and displays.
• Plan and schedule calendar(s) based on consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
• Process and monitor routine financial transactions, which may include researching and resolving discrepancies.
• Maintain office supplies and equipment; obtain vendor quotations, as needed. Coordinate office moves.
• May serve as the point of contact for general maintenance, health and safety, and other facility concerns within the unit(s); report any incidents or potential safety problems to appropriate representatives. Track completion of required training.
• Maintain approved content on websites.
• May perform human resources transactional support, e.g. time cards, I9s, and/or faculty affairs support.
• May guide and train student and/or contingent workers including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, and reviewing work for quality and timeliness.

• – Other duties may also be assigned