Administrative Associate, GSE Professional Development (PD) andDigital Learning Initiative (DLI)
Graduate School of Education, Stanford, California, United States
Administration
Post Date Sep 26, 2024
Requisition # 104724
The Digital Learning Initiative (DLI), an initiative of the Stanford Accelerator for Learning (SAL) , and GSE Professional Development are seeking a full time Administrative Associate to provide detailed, diversified support for a wide range of activities associated with outreach and communications, event/meeting planning, record keeping, and financial transactions. This is an exciting opportunity to play a key role in growing several robust and ambitious University initiatives. If you thrive in an academic work environment where everyone has a chance to be a creative problem solver and move projects forward, and you have an interest in advancing digital learning outcomes and professional growth for learners of all ages, we invite you to apply!
This role will be eligible for a hybrid work arrangement in which the employee will be expected to work a minimum of 1-2 days onsite per week. The need for an onsite presence may increase briefly and intermittently for events. Interested candidates should include a resume and cover letter describing why they are interested in this position at this stage in their career.
NOTE: This position is a fixed-term appointment for one year. The position may be extended subject to demonstrated competencies and operational needs.
ABOUT US
Housed at Stanford Graduate School of Education (GSE), GSE Professional Development (GSE PD) and the Stanford Accelerator for Learning (SAL) both seek to create impact in their own unique ways.
GSE PD cultivates talent and connects it to the field of education and learning by building bridges for impact. We do this work primarily through our EdCareers and Professional Learning efforts. Through EdCareers , we help GSE students and alumni take what they have learned at the GSE and make a difference in the world with clarity and confidence . Through GSE Professional Learning , we work with faculty to create impactful professional development to reach learners beyond Stanford.
SAL is the first university-wide initiative connecting scholars across disciplines and with external partners to bridge research, innovation, practice, and policy, and bring quality, scalable and equitable learning experiences to all learners, throughout the lifespan. SAL focuses on learning challenges most in need of new discoveries, evidence, and solutions and where we believe Stanford can make the most difference. Those include: adult & workforce learning, digital learning, early childhood education and development, equity in learning, learning differences, and policy & systems change.
The vision for the Digital Learning initiative is that all learners have access to rich digital experiences that empower knowledge, growth, connection, and opportunity. The DLI seeks to ignite discoveries on how distinct individuals learn best virtually, enable designs that promote deep learning in a digital context, and develop pathways to scale.
POSITION SUMMARY
Reporting to the GSE Assistant Dean for Professional Development, with a strong dotted line to the DLI Director of Research, the Administrative Associate will evenly support both GSE PD and DLI. This individual will join a dynamic and welcoming community where everyone has a chance to be a creative problem solver and move projects forward. The GSE/SAL administrative team works together to support the research and operational needs of our program. Routine tasks include managing logistics for conferences, events, and meetings;, processing a variety of financial transactions (such as purchase orders, reimbursement, vendor payments, etc.); record keeping (including registration records, event attendance, and follow up); booking and reconciling travel for faculty and visitors, coordinating schedules and calendaring;, and formatting and proofing academic papers, newsletters, graphic visualizations and other documents.
Your primary responsibilities will include:
Respond to various inquiries and take appropriate action as required. Serve as a resource regarding business expense policies, procedures for administrative activities, and resource procurement.
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, complex reports, brochures, newsletters, digital visualizations, and displays.
Schedule events and meetings and manage calendar(s) based on consultation, resolve calendaring conflicts
Process and monitor routine financial transactions, which may include researching and resolving discrepancies. Includes:
Create and process procurement orders and contracts. Manage invoice processing.
Hold a department procurement card. Make purchases as needed for grants and operational needs, in compliance with Stanford University policies, and reconcile procurement card purchases.
Arrange and reconcile travel in compliance with unit, university, and sponsor policies. 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.
Perform office duties associated with room scheduling, organizing, and operating conferences, seminars, and events, including recommending and booking vendors for services, securing venues, overseeing the production and distribution of materials, coordinating logistics, and serving as liaison with internal and external vendors.
Maintain approved content on websites.
May serve as front desk receptionist on occasion. Greet visitors and route them to appropriate individuals, answer phones, and serve as a resource on unit procedures and general inquiries.
May perform human resources transactional support, e.g. time cards, I9s, and/or faculty affairs support.
To be successful in this position, you will bring:
Initiatives are constantly evolving, so we are looking for someone who thrives in a dynamic learning environment and approaches challenges and new assignments with enthusiasm, energy, and creativity. Administrative Associates interact with all levels of our constituents and play a key role in fostering a sense of community, inclusiveness, and service orientation. It is important that you can demonstrate professional decorum, manage multiple work streams, as well as possess an ability to communicate and build relationships across broad audiences. Ongoing success in the role will require a collaborative spirit, a commitment to your own professional growth and career development, and pride in your work and understanding of how it supports the overall mission of the school.
Minimum education and experience requirements include:
High school diploma and three years of administrative experience or a combination and relevant experience.
In addition, preferred qualifications include:
Bachelor’s Degree
Ability to coordinate and manage multiple projects with competing priorities, meet deadlines and project plans with short- and long-term end dates. Demonstrated success in following through and completing projects.
Ability to take initiative and ownership of projects, while still being open to new and creative solutions.
Advanced computer skills with a working knowledge of applications such as Excel, Word, Google Suite, Project Management Software.
Very strong interpersonal skills and a customer-service orientation.
Excellent communication skills (verbal and written) are a requirement.
Exceptional organizational skills and attention to detail.
Advanced skill with Excel
Familiarity with Stanford University financial systems
Experience working with financial systems in an institution of higher education
Experience processing financial tasks for sponsored research
Physical requirements:
Constantly perform desk-based computer tasks.
Frequent 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.
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.
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, .
The expected pay range for this position is $31.79 - $34.00 per hour. Stanford University provides pay ranges representing its good faith estimate of what the university reasonably expects to pay for a position. The pay offered to a selected candidate will be determined based on factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, geographic location and external market pay for comparable jobs.
At Stanford University, base pay represents only one aspect of the comprehensive rewards package. The Cardinal at Work website ( provides detailed information on Stanford’s extensive range of benefits and rewards offered to employees. Specifics about the rewards package for this position may be discussed during the hiring process.
Why Stanford is for You:
Imagine a world without search engines or social platforms. Consider lives saved through first-ever organ transplants and research to cure illnesses. Stanford University has revolutionized the way we live and enrich the world. Supporting this mission is our diverse and dedicated 17,000 staff. We seek talent driven to impact the future of our legacy. Our culture and unique perks empower you with:
Freedom to grow. We offer career development programs, tuition reimbursement, or audit 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.
Enviable resources. Enjoy free commuter programs, ridesharing incentives, discounts and more!
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.
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 at . For all other inquiries, please submit acontact form.
Stanford is an equal employment 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.
Additional Information
Schedule: Full-time
Job Code: 4097
Employee Status: Fixed-Term
Grade: E
Requisition ID: 104724
Work Arrangement : Hybrid Eligible