Administrative Associate

This position has been deemed critical by the School of Humanities & Sciences Deans Office and is exempt from the hiring freeze.

CAS Administrative Associate

The School of Humanities and Sciences H&S is the foundation of a liberal arts education at Stanford. The school encompasses 24 departments and 24 interdisciplinary programs. H&S is home to fundamental and applied research where free open and critical inquiry is pursued across disciplines. As the universitys largest school H&S serves as the foundation of a Stanford undergraduate education no matter which discipline students pursue as a major. Graduate students work alongside world-renowned faculty to pursue and shape foundational research that leads to breakthroughs and discoveries that shed new light on the past influence the present and shape the future. Together faculty and students in H&S engage in inspirational teaching learning and research every day.

Department Program Description

The mission of the Stanford Chemistry Department is to deliver excellence in education and research by attracting the very best faculty and students. The Department serves 26 faculty members, 5 lecturers, ~90-100 postdocs, ~250-300 PhD students, ~10 research staff, and 30 administrative staff with an annual consolidated budget of approximately $30 million. The Department facilities consist of over 300,000 square feet of research, classroom, and administrative space spread over 6 buildings.

Position Summary

The Department of Chemistry is seeking a CAS Administrative Associate. The CAS Administrator will work under general supervision of the CAS Manager and must possess and demonstrate a positive outlook on continuous process improvement efforts while maintaining a team-based and customer-focused mindset. It is critical that this position exhibit the abilities to practice sound judgment and decision-making, effective written & oral communication, strong attention to detail, and respectful relationship management. This position is part of a team of CAS administrators who support Chemistry faculty with daily responsibilities for grant preparation and administration, calendars, and ordering lab supplies, as well as support the research needs of graduate students and postdoctoral scholars.

Key Responsibilities

• Provide daily administrative oversight for multiple laboratories, including procurement, shipping, coordination, and financial processing, reimbursements, and Pcard reconciliation.
• Interpret and clarify University policies for faculty and laboratory staff to ensure operational compliance.
• Serve as the primary liaison between vendors and faculty to resolve issues related to purchasing, billing, and logistics.
• Act as a representative of the department to establish priorities and resolve complex administrative challenges.
• Manage the end-to-end planning and execution of non-departmental faculty-initiated conferences, seminars, and special events.
• Provide comprehensive editorial support for faculty projects, including composing and drafting documents and correspondence for presentations, course handouts, grant submittals, conferences, seminars, and reports.
• Create, maintain, modify, and ensure accuracy of content in various unit documents, displays, reports, brochures, social media, and websites.
• Manage complex schedules and resolve calendar conflicts independently.
• Arrange travel itineraries in strict accordance with university and sponsor guidelines.
• Develop sophisticated spreadsheets and reports using specialized software to track unit performance or financials.
• 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.
• Oversee routine maintenance at the request of faculty, manage office relocations, and coordinate minor renovation projects.

Requirements

• High school diploma and four years of administrative experience or combination of education and relevant experience.
• 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.

Preferred Skills

• Successful candidates will have a sense of curiosity and desire to solve problems.
• Comfortable navigating ambiguity and managing changing priorities.
• Ability to work collaboratively.
• Learners mindset and think strategically and holistically about their work.
• Ready to take initiative and tackle complex problems.

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.

Additional Information

• 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.
• The expected pay range for this position is $39.20 to $45.56 per hour.
• Stanford University provides pay ranges representing its good faith estimate of the salary or hourly wage the university reasonably expects to pay for a position upon hire.
• 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 (http://cardinalatwork.stanford.edu/benefits-rewards) provides detailed information on Stanfords 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

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• We seek talent driven to impact the future of our legacy.
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• Freedom to grow. We offer career development programs, tuition reimbursement, or audit a course.
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