Reporting to the Director of Administration and Operations, the Administrative Associate (AA) serves as one of three AAs on the Central Administration team. As an infrastructure support group for the Offices of Undergraduate Admission, Financial Aid and Visitor Information Services, this team - comprised of Customer Service/Public Relations, Human Resources, Budget/Finance, Technology, Facilities Management, and Administrative Support - is expected and committed to attaining the highest level of quality, reliability, excellence and integrity in its provision of services to the staff and visitors to Stanford University.
The Office of Undergraduate Admission (UGA) assembles a freshman class of 1,700 students and a transfer class of approximately 25-40 students each year. We strive to build a class that cuts across a number of dimensions to add to a rich and diverse undergraduate educational experience for everyone. We believe that a student body that is both highly qualified and diverse in terms of culture, socioeconomic status, race, ethnicity, background, work and life experiences, skills and interests Is essential to the educational process and will provide additional contributions and dimensions to the Stanford community.
The Financial Aid Office (FAO) strives to enable all admitted students to take advantage of the opportunities at Stanford through one of the most generous financial aid programs in the nation. We are a dynamic team of dedicated professionals committed to serving all students, both undergraduate and graduate, and their families. We maximize use of technology to provide funding, tools and information necessary to meet educational expenses for all students. We ensure that institutional, governmental and private funds are administered in compliance with the highest standards of fiscal responsibility.
Visitor Information Services (VIS) welcomes more than 100,000 visitors to campus annually, offering campus tours and providing information about the university and the surrounding area. The trained staff of student tour guides represent many academic disciplines and campus activities including student leadership, performing arts, community service, and athletics. We help visitors navigate and enjoy our world-class facilities, sprawling foothills, and distinctive sandstone and tile architecture.
Your responsibilities include:
Responding to inquiries, determining and taking appropriate action as required and serving as a resource regarding a defined set of policies and procedures (e.g., taking shifts in the Admission Office call center; taking shifts at the Receptionist's desk; developing competency through FAO's financial processing of scholarship refunds and keeping track of the refunds and ensuring payment was made; record consolidation; opening mail and assigning documents to files; etc.).
Working closely with multiple constituencies including high school counselors, vendors, University faculty, staff, alumni, VIPs.
Handling and dealing with highly sensitive and confidential information.
Performing duties associated with scheduling and organizing conferences and domestic and international events (e.g., consortium travel sessions, counselor outreach programs, high school college fairs, admitted student receptions, Admit Weekend, etc.), including recommending vendors for services, assisting with the production and distribution of materials, coordinating logistics, and serving as liaison with internal and external vendors (e.g., coordinating logistics for student associate and admission office trainings and related events; reserving hotels, conference room, and other venues in addition to food and AV for domestic and international events).
Drafting and/or generating routine communications, coordinating production (formatting, copying, etc.) and disseminating of documents such as presentations, conference and admit reception materials, complex reports, brochures, and displays (e.g., taking meeting notes; ordering and managing the production of admit packet materials; mailing admission office materials; writing communications to high school guidance counselors; processing application documents that arrive by mail and email).
Planning and scheduling calendar(s) based on consultation, resolving calendaring conflicts, and arranging domestic and international travel in compliance with unit and university policies (e.g., scheduling interviews and attendant logistics).
Processing and monitoring routine financial transactions, which may include researching and resolving discrepancies (e.g., developing strong knowledge of university travel policies and ensuring compliance in travel expense forms; processing invoices).
Compiling and organizing data from a variety of sources (including researching the internet) to serve as basis for strategic short and long-term admission process and programming reports.
Assisting with work overflow and providing back-up for other departmental administrative needs, including facilities operations and front desk work.
* - Other duties may also be assigned
In addition, preferred requirements include:
High school diploma (Bachelor's degree highly desirable) and four years of administrative experience, or combination of education and relevant experience.
To be successful in this position, you will bring:
Proficient computer skills and demonstrated experience with office software (e.g., MS Word, Excel, Oracle Financials) and email applications.
Demonstrated success in following through and completing routine tasks.
Strong organizational skills and attention to detail.
Strong verbal and written communication skills.
Excellent customer service and interpersonal skills.
Ability to prioritize and multi-task.
Ability to routinely and independently exercise sound judgment in making decisions.
Why Stanford is for You
Stanford's dedicated 16,000 staff come from diverse educational and career backgrounds. We are a collaborative environment that thrives on innovation and continuous improvement. At Stanford, we seek talent committed to excellence, driven to impact the future of our legacy, and improve lives on a global sphere. We provide competitive salaries, excellent health care and retirement plans, and a generous vacation policy, including additional time off during our winter closure. Our generous perks align with what matters to you:
Freedom to grow. We offer career development programs, tuition reimbursement, or auditing 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.
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 dedicated 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, 12000 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. Stanford is an equal empl...oyment 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. Stanford also welcomes applications from others who would bring additional dimensions to the University’s research, teaching and clinical missions.