APARC Jobs

Center Administrative Associate 

Job Summary 

• Schedule Full-time

• Job Code 4098

• Employee Status Regular

• Grade F

• Requisition ID 105590

• Work Arrangement Hybrid Eligible 

SCHOOL/UNIT DESCRIPTION:

The Walter H. Shorenstein Asia-Pacific Research Center (Shorenstein APARC) addresses critical issues affecting the countries of Asia, their regional and global affairs, and U.S.-Asia relations. As Stanford University’s hub for the interdisciplinary study of contemporary Asia, produces policy-relevant research, provides education and training to students, scholars, and practitioners and strengthens dialogue and cooperation between counterparts in the Asia-Pacific and the United States.

Our VPDoR Diversity Journey:

• We create a hub of innovation through the power of diversity of disciplines and people.

• We provide equitable access and opportunity to all members of the community in order to do their best work, regardless of race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law.

• We listen to and value all colleagues who bring diverse perspectives to the advancement and development of a respectful community. 

• We promote a culture of belonging, equity, and safety.

• We embed these values in excellence of education, research, and operation.

POSITION SUMMARY:

The Walter H. Shorenstein Asia-Pacific Research Center is seeking a Center Administrative Associate to join our multi-faceted and skilled team. This role is crucial in meeting the administrative challenges of our robust Center and plays a significant part in our mission. Reporting to the Associate Director for Administration, the Center Administrative Associate dedicates fifty percent of their time to Center-related tasks and the other fifty percent to fulfilling the Center's needs as a faculty assistant or coordinator. This position prioritizes various Center needs, working with the Associate Director for Administration with limited guidance or acting on their behalf. 

The Center Administrative Associate coordinates, manages, and oversees the Center's equipment like computers, laptops, printers, copiers, phones, keys, office supplies, etc. H/She maintains a log of all equipment, purchases, and purges as needed, working with Stanford IT, procurement, cardinal print, and property management office or external vendor. The Center Administrative Associate also manages opening all doors in the morning and closing at the end of the day. Ensures kitchen and office supplies are stocked up and places orders when inventory is low. H/She oversees the facilities, reports, and takes care of any issues found or need to be fixed, managing office furniture requests, coordinating if the furnishing is broken or placing the order if furnishings need to be replaced, coordinating with the building manager if the paint job is necessary, coordinates the offices moves, working with the building and maintenance puts in a work order as needed for cleaning, relamping, HVAC issues or as issues arise. H/She takes care of the outgoing and incoming mail and packages. Coordinates with USPS, FedEx, or UPS on incoming and outgoing packages. Sort the incoming mail and place it in everyone's mailboxes in the mailroom. Ensures that there is a mailbox for faculty, staff, and visitors at the Center. Assist with the distribution of scholarly and marketing publications. 

The other fifty percent of the time will be spent as a Center Administrative Associate supporting various faculty members, staff, and visitors, providing administrative support, processing reimbursements, making travel arrangements, and other duties as assigned on an as-needed basis. H/She may provide administrative support at the Center's regularly sponsored seminars and academic conferences, among other outreach activities, to foster discussion of Asia's political, economic, business, and government concerns. Independently coordinates the Center's events, such as high-profile dignitary visits, e.g., current and former heads-of-state, major international conferences, professorship receptions, dinners, formal dedications, international academic meetings, public lectures, and seminars for the Center's postdoctoral fellows.

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.

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

• 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. 

MINIMUM REQUIREMENTS:

Education & Experience:

High school diploma and four 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.

• 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. 

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 accommodations to applicants and employees with disabilities. Applicants requiring a reasonable accommodation for any part of the application or hiring process should contact Stanford University Human Resources by submitting a contact form.