Job Openings

Job Family: Administration
Job Series: Administrative Associate
Job Code: 4103
Grade: F
Exemption: Non-exempt
Requisition ID: 85437

THIS IS A 100% FTE FIXED-TERM POSITION. THE TERM CONCLUDES TWO YEARS FROM THE START DATE, AND MAY BE EXTENDED BASED ON PROGRAM NEED AND FUNDING AVAILABILITY.

FOR CONSIDERATION PLEASE PROVIDE RESUME AND A COVER LETTER. BACKGROUND CHECK REQUIRED FOR ALL FINAL CANDIDATES.

Visa sponsorship is not available for this position. All candidates must be eligible to work in the US.

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.

The Walter H. Shorenstein Asia-Pacific Research Center (APARC) is dedicated to the study of critical issues affecting the countries of Asia and their regional and global relations. Our scholar community is comprised of distinguished academics and practitioners in government, business, and civil society. Through policy-relevant research, publications, education, public programs, and international collaborations, we address pressing challenges in a world in which Asia plays an increasingly central role.

The China Program at the Walter H. Shorenstein Asia-Pacific Research Center is a university-wide initiative to facilitate multidisciplinary, social science-oriented research on contemporary China, with a dual emphasis on basic and policy-relevant research. The China Program organizes cutting-edge conferences, public events and workshops, academic exchanges with Chinese scholars, educational opportunities for Stanford students, and educational programs with government officials and other professionals from China.

The China Program is poised to expand further and is seeking a Program Coordinator who will play an integral role in this expansion. Working closely with the Director and Associate Director, the Program Coordinator will develop, support, and ensure quality delivery of all China Program activities.  Strong written and verbal communications skills in English, consistent demonstration of organizational skills and attention to detail are essential to succeeding in this position.   Bachelors in Arts and knowledge of Chinese language are preferred.

This position also supports the administrative pool at the Center working closely with the Associate Director for Administration.

JOB PURPOSE:

Provide administrative or operational support with limited supervision. May be responsible for leading other administrative staff or subordinates.

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.
• 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.

* - Other duties may also be assigned

MINIMUM REQUIREMENTS:

Education & Experience:

High school diploma and four years of administrative experience, or combination of education and relevant experience.  Bachelors in Arts is preferred.

Knowledge, Skills and Abilities:

• 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.
• Knowledge of Chinese language is desired. 

Certifications and Licenses: None

PHYSICAL REQUIREMENTS*:

• Constantly perform desk-based computer tasks.
• Frequently sitting.
• Occasionally stand/walk, reach/work above shoulders, grasp lightly/fine manipulation, grasp forcefully, use a telephone, sort/file paperwork or parts, lift/carry/push/pull objects that weigh up to 10 pounds.
• Rarely twist/bend/stoop/squat, kneel/crawl.

* - 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.

WORKING CONDITIONS:

WORK STANDARDS:

• Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clients and with external organizations.
• Promote Culture of Safety: Demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned.
• Subject to and expected to comply with all applicable University policies and procedures, including but not limited to the personnel policies and other policies found in the University's Administrative Guide, https://adminguide.stanford.edu.
   

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.