Administrative Associate (Administrative Associate 3) The Cyber Policy Center at the Freeman Spogli Institute for International Studies is Stanford University's premier center for the interdisciplinary study of issues at the nexus of technology, governance and public policy. Program areas address topics including cybersecurity, election security, misinformation, digital democracy and human rights, artificial intelligence and emerging technologies. Through research, policy engagement, and teaching, the Cyber Policy Center seeks to bring cutting-edge insights and solutions to national governments, international institutions and industry. For more information on the Cyber Policy Center, please visit https://cyber.fsi.stanford.edu/ Stanford's Cyber Policy Center is seeking an Administrative Associate to provide administrative and operational support to the Executive Director, International Policy Director and other Cyber Policy Center staff. Job responsibilities will include:
With a high level of detail, manage multiple calendars and travel arrangements
Prepare and proof briefings, letters, presentations and other documents
Provide financial administrative support including processing / reconciling purchase orders, reimbursement requests, purchasing card / travel card transactions, and expense transfers
Assist with managing logistics for events including room scheduling, selection of caterers, and hotel room reservations
Coordinate general building administration, office space, repairs, work orders, and maintenance of equipment and supplies
Special projects, as needed Successful candidates for the Administrative Associate role will be highly organized, extremely detail oriented, and be able to multi-task with ease. In addition, the Administrative Associate should be able to anticipate the needs of our staff, and proactively solve problems and/or handle issues. Regardless of the task assigned, the Administrative Associate would be expected to demonstrate strong business judgment, professional etiquette, and analytical problem-solving skills. This is a 100% FTE fixed-term, benefits-eligible position. The term concludes two years from the start date, and may be extended based on program need and funding availability. Candidates will only be considered if resume and cover letter are provided. Background check required for all final candidates. In this role, you will:
Act on behalf of the supervisor, department manager, or chair in regards to 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 presentations, course handouts, grants, conferences, seminars, 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, 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.
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. To be successful in this role, you will bring:
High school diploma and four years of administrative experience, or combination of education and relevant experience.
Advanced computer skills and demonstrated experience with office software and email applications.
Demonstrated success in following through and completing projects.
Excellent organizational skills and attention to detail.
Strong verbal and written communication skills.
Excellent customer service and interpersonal skills.
Ability to prioritize, multi-task, and assign work to others.
Ability to take initiative and ownership of projects.
Ability to routinely and independently exercise sound judgment in making decisions. In addition, preferred requirements include:
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Enjoy free commuter programs, ridesharing incentives, discounts and more. Note: 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. * - 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. Additional Information
Location: Dean of Research, Stanford, California, United States Schedule: 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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