Stanford School of Engineering is a global leader in education and research with a long track record of turning ideas into technologies that make the world a better place. Our exceptional faculty and students are creative risk-takers who pursue excellence across a breadth of disciplines, and our nearly 50,000 alumni include some of the world's most successful leaders in technology and business.
We are seeking an Administrative Associate, who will provide administrative support for the stewardship, alumni relations and communications team.
The ideal candidate will:
be motivated by the mission of one of the world's foremost educational institutions and the opportunity to bring creative energy to a critically important function
have the experience and professionalism required to work with and support a team of professionals and to assist in establishing and maintaining relationships with all university constituencies
have a genuine interest in communications and stewardship and a sincere enthusiasm for working within an integrated team of communications, stewardship, alumni relations and development professionals
In particular, the position holder will be responsible for administrative tasks associated with the communications, stewardship and alumni relations functions. He/she will provide general project, office and administrative support for the team and assist in such things as:
Act on behalf of the supervisor in regards to establishing priorities and identifying and resolving problems that are administrative in nature.
Compose and draft documents and correspondence for presentations 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 calendar(s) with limited consultation, resolve calendaring conflicts, and arrange travel in compliance with unit and university 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.
May lead staff or supervise day-to-day work of student and/or temporary workers, including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, reviewing work for quality and timeliness, and providing performance review input.
Design, publication, production, tracking and metric-monitoring of communications materials for a variety of print and digital channels, including fundraising materials and acknowledgement letters, as well as materials for development communications, research news and video, social media, newsletters and the web.
Plan and implement alumni and/or donor relations programs and events, including event logistics, registration with staff, faculty, students, and volunteer leaders, invitation lists and RSVPs, preparation of attendee bios, and event collateral.
Fulfillment of media inquiries, photo requests and other tasks requiring contact with researchers and/or the media.
Compile and track data about donor and alumni participation and volunteerism.
Retrieve information about alumni and donors, updating records, and generating reports using the university external relations database.
Education & Experience:
Bachelor's degree and one year of relevant experience or a combination of education and relevant experience.
Knowledge, Skills and Abilities:
Demonstrated ability with Microsoft Office suite.
Knowledge of database systems, such as Microsoft Access.
Ability to work efficiently, juggle tasks simultaneously, meet deadlines, and achieve goals.
Excellent interpersonal skills and ability to interact with a wide range of people.
Outstanding communication skills and exceptional attention to detail and follow-through.
Demonstrated written and oral communication skills.
Demonstrated planning and/or project management and organizational skills.
Ability to be self-directed and take initiative.
We are unable to provide Sponsorship for this position.
Certifications and Licenses:
Valid California Non-commercial Class Driver's License.
Frequently perform desk-based computer tasks, sit, and use a telephone, stand/walk.
Occasionally light/fine grasping, lift/carry/push/pull objects that weigh up to 10 pounds, writing by hand.
Ability to obtain and maintain a California Non-commercial Class license.
* - 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.
May require working flexible hours, including nights and weekends.
Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clients and with external organizations.
Promote Culture of Safety: 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.
Applicants are required to upload a cover letter and resume to be considered for this opening.
About Stanford University
Stanford University, located between San Francisco and San Jose in the heart of California's Silicon Valley, is one of the world's leading teaching and research universities. Since its opening in 1891, Stanford has been dedicated to finding solutions to big challenges and to preparing students for leadership in a complex world.
Supporting that mission is a staff of more than 10,000 that is rooted in a culture of excellence and values innovation, collaboration, and life-long learning. To foster the talents and aspirations of our staff, Stanford offers career development programs, competitive pay that reflects market trends and benefits that increase financial stability to promote healthy and fulfilling lives. An award-winning employer, Stanford offers an exceptional setting for professionals looking to advance their careers.
Stanford is an equal employment opportunity and affirmative action employer and is committed to recruiting and hiring without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.
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.
Thank you for your interest!
Location: School of Engineering Schedule: Full-time Classification Level:
Stanford is an equal opportunity employer and all qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.
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Located between San Francisco and San Jose in the heart of Silicon Valley, Stanford University is recognized as one of the world's leading research and teaching institutions. Leland and Jane Stanford founded the University to "promote the public welfare by exercising an influence on behalf of humanity and civilization." Stanford opened its doors in 1891, and more than a century later, it remains d...edicated to finding solutions to the great challenges of the day and to preparing students for leadership in a complex world. The University's thriving diverse community is comprised of nearly 7000 undergraduate students, 9000 graduate students, 2000 faculty members, 1900 postdoctoral scholars, and over 11,000 academic and administrative staff in seven schools including several interdisciplinary research centers and institutes. The campus spreads over 8000 contiguous acres and nearly all undergraduates live on campus. Stanford offers bachelor's and master's degrees in addition to doctoral degrees (PhD, MD, DMA and JD) plus a number of professional and continuing education programs and certifications. More at http://facts.stanford.edu and http://www.stanford.edu.