Administrative Assistant, Government & Community Affairs, SMCC Project - Part-Time, 3 Year Fixed-Term

Work Location: Historic Stanford Campus Work Schedule: Hybrid work schedule (at least 2 days per week on-site). May require working flexible hours, including occasional nights and weekends. Some travel may be required. Budgeted Salary: The budgeted base salary range for this position is $37.04 - $69.13 per hour. The Office of Government Affairs (OGA) coordinates and facilitates Stanford University’s interactions with all levels of government, as well as its relationship with neighboring communities. The work of OGA supports the university’s academic mission of teaching and research by serving as the primary point of contact between the university and our partners in federal, state and local governments. OGA is committed to promoting and supporting an environment of diversity and inclusion. Stanford University is seeking a detail-oriented and proactive Administrative Assistant to provide comprehensive support to the Local Government & Community Affairs team, particularly for the Stanford Medicine Cancer Center (SMCC) Redwood City Vision. This role is essential in facilitating effective operations within a dynamic environment aimed at advancing Stanford Medicine‘s mission through strategic community and public affairs and stakeholder engagement. The Administrative Assistant will play a key role in managing schedules, coordinating communications, event support and supporting various initiatives that require collaboration with internal and external stakeholders. This is a Part-Time, 3 year Fixed-Term role. Candidates with an Associate’s Degree are preferred. In this role you will focus on: Scheduling and Calendar Management: Organize and manage the calendar of the AVP including scheduling meetings, coordinating appointments, and arranging meeting logistics as needed. Communication support: Serve as a primary point of contact for internal and external communications, including drafting emails, memos, and reports, and ensuring timely responses to inquiries. Meeting Support: Prepare agendas, take minutes, and follow up on action items for meetings related to community affairs and stakeholder engagement. Ensure all necessary materials are distributed in advance. Project Assistance: Provide research and data analysis as necessary to support project objectives. Documentation Management: Maintain organized files and records, both electronic and paper, ensuring easy retrieval of documents and supporting materials. Event Coordination: Assist in organizing events, meetings, and community outreach activities, including logistics, participant coordination, and material preparation. Relationship Management: Build and maintain professional relationships with internal departments to support collaborative initiatives. General Administrative Support: Perform other administrative tasks as needed to ensure the smooth operation of the Office of Government and Community Affairs. Core Duties : 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. Research and/or write background information for meetings. Participate in meetings on supervisor’s behalf, inform after the fact. 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 research 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) without prior 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. Make recommendations based on reports. 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 complex office moves. Plan and coordinate routine remodeling and renovations. Analyze and review material and extract pertinent information for briefing purposes. Positions at this level also include one or more of the following duties: In conjunction with financial lead and/or principal investigator, assist with sponsored project research proposal submissions and post award administration. Responsible for leading the administrative functions of a program or unit. Perform human resources transactional support and/or faculty affairs support; coordinate or manage the visa process. Serve as building coordinator. Oversee or supervise day-to-day work of other administrative or support staff, 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. Minimum Education and Experience High school diploma and six years of administrative experience, or combination of education and relevant experience. Knowledge, Skills and Abilities : Advanced computer skills and demonstrated experience with office software and email applications. Proven success in following through and completing projects. Excellent organizational skills and attention to detail. Excellent 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.