Administrative Associate II - Faculty Support Team, Stanford Law School

*Budgeted Range: The Law School’s budgeted pay for or this position is: $29.36- $42.19 per hour.*

The Faculty Support Team at Stanford Law School, a premier administrative support unit, has an immediate opening for an Administrative Associate position. This role provides assistance to faculty and visiting instructors. You will be successful in this role if you have the demonstrated ability to problem solve, are successful at and enjoy working independently but also as part of a team environment, and have strong proofreading and technical research skills. The position works closely with other faculty support team members and many other departments within the law school and reports to the Assistant Director of Faculty 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 inquiries, 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 faculty 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, animations, and graphics.
• Process and monitor routine financial transactions, including researching and resolving discrepancies. Manage memberships and dues for related associations and organizations, as well as subscriptions for news media-related content.
• Preparation of course materials and handouts, including class readings and announcements; prepare student seating charts, tent cards, and index cards for classroom management and interaction. Research, prepare, and record copyright permission requests for course materials.
• Extensive proofreading and editing of letters, course materials, presentations, articles, and manuscripts.
• Assist faculty with grading exams and submission of final grades to the Registrar.
• Perform duties associated with scheduling, organizing, and operating small faculty events, including meetings, workshops, and seminars, including recommending vendors for services, overseeing the production and distribution of materials, coordinating logistics, and serving as liaison with internal and external vendors.
• Plan and schedule calendar(s) based on consultation; resolve calendaring conflicts; arrange travel in compliance with unit, university, and sponsor policies, both domestic and international; prepare itineraries; and obtain visas and other required travel documentation.

• Maintain approved content on websites.

EDUCATION AND EXPERIENCE

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

Knowledge, Skills, and Abilities:

• Proficient in computer skills and demonstrated experience with office software and email applications, including Word, PowerPoint, and Excel.

• Demonstrated success in following through and completing routine tasks.

• Strong organizational skills and attention to detail.

• Strong verbal and written communication skills.

• Excellent grammar, spelling, and proofreading skills.

• Excellent customer service and interpersonal skills.

• Establish priorities and handle multiple time-sensitive projects.

• Ability to take initiative and ownership of projects.

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

• Ability to gather, process, analyze, and report information. Must be a creative problem solver.

• Dependability and strong commitment to professional development and process improvement.

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

Core Duties:

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

• Perform duties associated with scheduling, organizing, and operating conferences, seminars, and events, including recommending vendors for services, overseeing the production and distribution of materials, coordinating logistics, and serving as liaison with internal and external vendors.

• Draft and/or generate routine communications; coordinate production (formatting, copying, etc.) and dissemination of documents, such as presentations, course handouts, grant proposals, conference and seminar materials, reports, brochures, and displays.

• Plan and schedule calendar(s) based on consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.

• Process and monitor routine financial transactions, which may include researching and resolving discrepancies.

• Maintain office supplies and equipment; obtain vendor quotations, as needed. Coordinate office moves.

• May serve as the point of contact for general maintenance, health and safety, and other facility concerns within the unit(s); report any incidents or potential safety problems to appropriate representatives. Track completion of required training.

• Maintain approved content on websites.

• May perform human resources transactional support, e.g. time cards, I9s, and/or faculty affairs support.

• May guide and train student and/or contingent workers including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, and reviewing work for quality and timeliness.

Minimum Education and Experience

High school diploma and three years of administrative experience, or combination of education and relevant experience.

Knowledge, Skills and Abilities:

• Proficient computer skills and demonstrated experience with office software 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.