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Centers Administrative Support Specialist - Administrative Support Team, Stanford Law School

School of Law, Stanford, California, United States

Administration

Post Date Sep 20, 2024

Requisition # 104669

1-YEAR FIXED-TERM (renewal will be based on budgetary and departmental need)

CENTERS ADMINISTRATIVE SUPPORT SPECIALIST – ADMINISTRATIVE SUPPORT TEAM, STANFORD LAW SCHOOL

The Administrative Support Services Team at Stanford Law School, a premier administrative support unit, has an immediate opening for a Centers Administrative Support Specialist position. This role provides assistance to faculty and center directors and other center staff. You will be successful in this role if you have strong proofreading and technical research skills,demonstrated ability to problem solve, and enjoy working independently but also as part of a team environment.The position works closely and collaborates with other administrative support team members as well as many other departments within the law school and reports to the Associate Director of Administrative Support Services.

Stanford Law School, on the campus of one of the world’s leading research universities, offers unmatched opportunities. We are known for our collegial culture, which is intimate and egalitarian. In this close-knit community, collaboration and the open exchange of ideas are essential to life and learning. Students, faculty, staff, alumni — all support and inspire each other to explore, excel and contribute to the world through law.

ESSENTIAL JOB RESPONSIBILITIES

· Respond to center inquiries and determine and take appropriate action as required. Serve as a resource regarding a defined set of policies and procedures.

· Manage and prioritize assignments from multiple center staff members simultaneously and with competing deadlines.

· Prepare various Word processing related documents, Excel spreadsheets, or PowerPoint presentations, using advanced features such as tables, footnotes, mail merge, pivot tables, formulas, animation, and graphics.

· Process and monitor routine financial transactions, which may include researching and resolving discrepancies; produce, monitor, and reconcile budget statements. May assist with capital or special equipment requests and/or vendor selection.

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

· Draft and/or generate routine communications; coordinate production and dissemination of documents, such as presentations, grant proposals, conference and seminar materials, reports, brochures, and displays.

· Perform duties associated with scheduling, organizing, and operating small events, including meetings, workshops, and seminars, in addition to managing vendors for services, overseeing the production and distribution of materials,andcoordinating logistics. Act as liaison between internal and external vendors.

· Actas liaisonbetween Center staff and the Program Group to coordinate conferences and events and share information. Staff and attend events as necessary. Act as the liaison for high level speakers to accommodate all needs and requests.

· Plan and schedule calendar(s) based on consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies,both domestic and international, prepare itineraries, and obtain visas and other travel documentationneeded.

· Schedule and coordinate regular staff meetinfs, including creating agendas and follow up notes.

· Collaborate with the center staff to prepare applications for grants, includingdrafting and editing proposals, researching needed information, and ensuring all guidelines and deadlines are met. Ensure compliance with the grants when received and report on them as necessary.

· Maintain approved content on websites.

EDUCATION AND EXPERIENCE

High school diploma and three years of administrative experience, or combination of education and relevant experience. Bachelor's degree preferred.

Knowledge, Skills and Abilities:

· Proficientcomputer skills and demonstrated experience with office software and email applications, includingWord, PowerPoint, Excel.

· Demonstrated success in following through and completingroutine tasks.

· Strongorganizational skills and attention to detail.

· Strong verbal and written communication skills, including proofreading skills.

· Excellent customer service and interpersonal skills.

Additional Success Factors:

· Ability to take initiative and ownership of projects.

· Ability to exercise sound judgment routinely and independently in making decisions.

· Ability togather, process, analyze and report information. Must be a creative problem solver.

· Dependability andstrongcommitment to professional development and process improvement.

· Ability to interact effectively and proactively with faculty, academic staff, law school staff, students, visitors, media sources, VIP's and the public in a high- profile environment.

· Knowledge of working with and managing a budget.

· Demonstrated ability to establish priorities and multi-task, balancing the needs of several different managers.

Please submit both a cover letter and resume to be considered for the position.

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.

The expected pay range for this position is $31.79 to $37.96 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.

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.

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 Law School seeks to hire the best talent and to promote a safe and secure environment for all members of the university community and its property. To that end, new staff hires must successfully pass a background check prior to starting work at Stanford University.

Additional Information

• Schedule: Full-time

• Job Code: 4097

• Employee Status: Fixed-Term

• Grade: E

• Requisition ID: 104669

• Work Arrangement : Hybrid Eligible