Executive Assistant, Deans Office, Stanford Law School
Job Number: 82229
Job Code: 4161 Grade: I
Stanford Law School seeks to hire the best talent and to promote a safe and secure environment for all members of the university community and its property. To that end, new staff hires must successfully pass a background check prior to starting work at Stanford University.
The primary functions of this position are to provide advanced, diversified administrative support to the Dean. This is a lead role in very busy and challenging office. The EA will be able to anticipate the Dean's needs, proactively solve problems, and independently handle issues with diplomacy and professionalism. This position requires excellent communication, computer and organization skills; the ability to deal effectively, courteously and confidentially with a wide variety of faculty, staff and visitors, as well as manage priorities and perform multiple tasks while exercising flexibility with competing projects and assignments. This position will report to the Associate Dean for Academic Affairs.
Coordinate the Dean's activities, including management of a complex calendar, travel arrangements and associated logistics, as well as teaching support. Commit the Dean's time to those requesting access based on an in-depth understanding of the Dean's priorities, needs, and role within the university.
Prioritize, plan, and/or oversee logistics for meetings and events with internal/external constituents to the university. This includes executive and senior level staff, donors, and government and judiciary officials.
Serve as the Dean's liaison, working collaboratively with varied SLS departments, University departments, and external organizations. This includes screening correspondence, answering multiple telephone lines, and keeping the Dean and the Associate Dean informed of all matters requiring attention in a timely manner. Provides support to students and visitors to the office, and is responsive to questions and concerns
Oversee and manage multiple projects simultaneously. Anticipate and track initial dates, events and associated action items; follow up with appropriate parties on behalf of the Dean and Associate Dean for Academic Affairs to ensure deadlines are met.
Manage the work of the Administrative Associate and all other operational aspects of the Dean's office in consultation with the Associate Dean for Academic Affairs. This includes taking responsibility for filing systems and ensuring all pertinent information and supporting materials are retained. Order supplies, letterhead and business cards.
Compose correspondence; draft, review and edit documents. Compile materials needed for meetings and/or events.
Process reimbursements, Pcard transactions, and other financial requests using Oracle.
Other duties as assigned.
Minimum Education and Experience Required:
Bachelor's degree and 5 years of executive assistant experience (preferably in an academic setting) or combination of education and relevant experience.
Minimum Knowledge, Skills and Abilities Required:
Demonstrated extensive high-level administrative experience supporting high level individuals.
Demonstrated ability to cultivate positive working relationships and gain the trust and respect of all levels of internal and external constituencies.
Contextual understanding of the Dean's role within the university framework.
Excellent verbal and written communication skills, including editing and proofreading.
Excellent planning and organizational skills.
Ability to take initiative and ownership of projects.
Demonstrated ability to handle sensitive issues and maintain confidentiality.
Demonstrated ability to perform duties with a high level of professionalism, flexibility, discretion, judgment, diplomacy and tact.
Ability to multi-task, adapt to changing priorities and meet deadlines.
Must be a team player, detail oriented and able to work independently.
Advanced computer skills and demonstrated experience with office software and email applications.
Constantly perform desk-based computer tasks.
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 his or her job.
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, http://adminguide.stanford.edu.
Location: School of Law, California, United States Schedule: Classification Level:
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.
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Located between San Francisco and San Jose in the heart of Silicon Valley, Stanford University is recognized as one of the world's leading research and teaching institutions. Leland and Jane Stanford founded the University to "promote the public welfare by exercising an influence on behalf of humanity and civilization." Stanford opened its doors in 1891, and more than a century later, it remains dedicated to finding solutions to the great challenges of the day and to preparing students for leadership in a complex world. The University's thriving diverse community is comprised of nearly 7000 undergraduate students, 9000 graduate students, 2000 faculty members, 1900 postdoctoral scholars, and over 11,000 academic and administrative staff in seven schools including several interdisciplinary research centers and institutes. The campus spreads over 8000 contiguous acres and nearly all undergraduates live on campus. Stanford offers bachelor's and master's degrees in addition to doctoral degrees (PhD, MD, DMA and JD) plus a number of professional and continuing education programs and certifications. More at http://facts.stanford.edu and http://www.stanford.edu. Stanford University is an ...equal opportunity employer and is committed to increasing the diversity of its faculty. It welcomes nominations of and applications from women, members of minority groups, protected veterans and individuals with disabilities, as well as from others who would bring additional dimensions to the university’s research, teaching and clinical missions.