The Stanford University Graduate School of Education (GSE) is a top-ranked school of education, known for its prestigious faculty, rigorous graduate degree programs, and its impact on the quality of education across the world. The GSE is committed to developing leaders in education research, practice, and policy. Our community includes over 60 faculty, 400 students, 200 staff, 14,000 alumni and countless people from the local and global communities we work with and impact.
The Lemann Center for Educational, Entrepreneurship and Innovation in Brazil at the Stanford Graduate School of Education seeks a full-time Administrative Associate to provide detailed, diversified administrative assistance in its mission of supporting improvement in the Brazilian education system. The Lemann Center trains Brazilian students (PhD and Master programs) and visiting scholars in a dynamic bilingual and multicultural environment. The center also supports a variety of research and innovation projects, with a particular focus on improving learning opportunities for disadvantaged students both inside and outside the public education system. If you thrive in an academic environment where everyone has a chance to be a creative problem solver and move projects forward, and you have an interest in working with international programs, students, and scholars, come join our team at the GSE!
This position is a 2-year fixed term position based on Stanford University's main campus. Consideration will be given to the option for a hybrid work schedule (partially onsite and offsite), subject to operational need. Interested candidates must include a resume and cover letter with their application.
What You'll Do:
Reporting to the Faculty Directors in the Lemann Center, the Administrative Associate will work closely with faculty and internal stakeholders to develop administrative processes to support the operational functions of Center, including processing financial transactions such as reimbursements and invoices; office logistics and supplies maintenance; planning and setting up for hybrid, online, and in person seminars, events, and meetings; and travel arrangements for faculty and scholars.
Core duties will include:
Act on behalf of the supervisors with regard to establishing priorities and identifying and resolving problems that are administrative in nature.
Process a variety of financial transactions in the Stanford system, including reimbursements, invoice payments, purchase orders and travel expenses. Produce, monitor, and reconcile budget statements; research, identify and reconcile discrepancies.
Make travel arrangements and preparing expense reports which include extensive international travel.
Create complex reports and spreadsheets which may utilize specialized software and systems.
Coordinate and 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 budgets.
Coordinate and monitor routine maintenance services completion. Maintain and set up the space (including refreshments and AV system for hybrid format) to host seminars, meetings, and events.
8Plan and schedule calendar(s) with limited consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
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.
May coordinate 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.
What You'll Bring:
The ideal candidate is a friendly, proactive and dependable self-starter with experience supporting administrative and operational functions of a complex program or unit. This role requires working with all levels of our constituents, so it is important that you can demonstrate professional decorum as well as an ability to communicate and build relationships across broad audiences. Ongoing success in the role will require a collaborative spirit and flexible attitude, a commitment to your own professional growth and career development, and pride in your work and understanding of how it supports the overall mission of the school. Additional requirements include:
Education & Experience:
High school diploma and four years of administrative experience (Bachelor's Degree preferred) or a combination of education and relevant experience.
Knowledge, Skills and Abilities:
Ability to coordinate and manage multiple projects with competing priorities, meet deadlines and project plans with short- and long-term end dates. Exceptional organizational skills and attention to detail. Demonstrated success in following through and completing projects.
Ability to take initiative and ownership of projects, while still being open to new and creative solutions.
Advanced computer skills with a working knowledge of applications such as Excel, Word, PowerPoint, Project Management Software.
Excellent communication skills (verbal and written) are a requirement.
Very strong interpersonal skills and a customer-service orientation.
Desired Qualifications:
Prior familiarity with Stanford systems and procedures.
Experience in making complex travel arrangements, including international travel.
Familiarity with work in a multicultural environment.
Why Stanford is for You: Imagine a world without search engines or social platforms. Consider lives saved through first-ever organ transplants and research to cure illnesses. Stanford University has revolutionized the way we live and enrich the world. Supporting this mission is our diverse and dedicated 17,000 staff. We seek talent driven to impact the future of our legacy. Our culture and unique perks empower you with:
Freedom to grow. We offer career development programs, tuition reimbursement, or audit a course. Join a TedTalk, film screening, or listen to a renowned author or global leader speak.
A caring culture. We provide superb retirement plans, generous time-off, and family care resources.
A healthier you. Climb our rock wall or choose from hundreds of health or fitness classes at our world-class exercise facilities. We also provide excellent health care benefits.
Discovery and fun. Stroll through historic sculptures, trails, and museums.
Job Series and Code: Administrative Associate, 4103
Grade: F
Exemption Status: Non-exempt
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
Why work at Stanford?Stanford University has changed the world, over and over again.We are one of Silicon Valley's largest employers - and also one of the most unique. Our mission is to educate future leaders and promote interdisciplinary, world-class research and teaching. This passion makes Stanford an intensely creative, rewarding, and challenging place to work. At the same time, our traditions of respect and collaboration sustain a humane, supportive environment in which to pursue your life and your career.At Stanford you'll work with bright, diverse, dedicated people. You'll find encouragement to learn and grow. You'll enjoy excellent benefits and an outstanding environment. How will it change you?
