Administrative Associate 3, Data Science and AI Programs
Job Number: 85711
Administrative Associate Job Code: 4103 Job Grade: F FTE: 100%, Non-exempt School of Engineering, Computer Science Department
The School of Engineering Stanford Engineering has been at the forefront of innovation for nearly a century, creating pivotal technologies that have transformed the worlds of information technology, communications, health care, energy, business and beyond. Our faculty and students are creative risk-takers who pursue excellence across a breadth of disciplines. Our alumni include some of the world's most successful leaders in technology and business. Our staff are critical to enabling Stanford Engineering to accomplish its mission: seeking solutions to some of the world's most urgent challenges and educating leaders who will make the world a better place through the power of engineering principles, techniques and systems.
Founded in 1965, the Stanford Computer Science (CS) Department continues to lead the world in computer science research and education influencing society at levels that remain without parallel among academic institutions. Its spin-offs are among the most successful corporate ventures in the world, and many of the leaders in the academic and corporate research world are graduates of the Stanford CS Department.
The Administrative Associate for Data Science and AI Programs provides administrative support for several of Stanford's data science and artificial intelligence-related industrial affiliates and other programs, and to the Executive Director of Strategic Research Initiatives. This position is critical in supporting meaningful engagement between faculty, students, and research activities across the entire university and with numerous external organizations. The programs you will support include the Stanford Data Science Initiative, Stanford Artificial Intelligence Lab Affiliates Program, Stanford Center for AI Safety and Stanford AI for Health Initiative. You will report to the Executive Director of Strategic Research Initiatives for the Computer Science Department.
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.
Your responsibilities include:
Administrative Support for affiliates and other programs:
Schedule and arrange complex conferences, seminars, and research meetings. Prepare detailed agendas, taking into account the needs and desires of all stakeholders, resolving conflicting needs. Anticipate logistical needs of visitors and provide assistance with parking and other needs.
Greet visitors, offer coffee and drinks, and address other needs such as wifi access or a private conference room for a side meeting.
Draft, edit, and assemble reports and correspondence, which may require research and content changes.
Prepare and respond to correspondence, ship packages, and maintain files.
Prepare background materials, slides, and other presentation materials for reports and meetings.
Provide support to visitors: travel, lodging, etc.
Complete special projects as assigned.
Responsible for monitoring, tracking and reconciling transactions, reimbursements, and non-sponsored (gift and industrial affiliates program) accounts.
Purchase Card (PCard) custodian and verifier, process PCard and travel transactions.
Initiate purchases (particularly non-capital such as office supplies), reconcile purchase orders, follow through with Procurement to track orders and resolve problems.
Administrative Support to the Executive Director and Managing Director:
Provide complex and diversified administrative support with minimal supervision. Anticipate the needs of the Executive Director and proactively solve problems and/or independently handle issues.
Plan and schedule complex calendar with limited or no consultation, resolve calendaring conflicts. Negotiate and manage the needs of individuals or groups requesting time with the Executive Director.
Prioritize, plan, and/or coordinate logistics and conferences with individuals and entities internal and external to the university, including faculty and senior administrators across the entire university, senior corporate executives, donors, and government officials.
Help the Executive Director prepare for meetings by collecting presentations and documentation, and sending materials to external participants as appropriate.
Track interactions with corporations worldwide including large corporations with multiple points of contact, anticipate needs of corporate partners, exercise sensitivity with respect to cultural differences, and develop trusted relationships with corporate administrative staff and others.
Maintain contact database, add new contacts as appropriate, update the status of individual contacts.
Track interactions with Stanford faculty, develop trusted relationships with faculty and staff.
Manage business travel in compliance with university and sponsor policies.
Manage multiple projects simultaneously. Anticipate and track initial dates, events and associated action items; follow up with appropriate parties on behalf of Executive Director to ensure deadlines are met.
Demonstrate the highest integrity with respect to ethical standards and university policies and guidelines.
To be successful in this position, you will bring:
High school diploma and four years of relevant 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.
In addition, preferred requirements include:
Knowledge of general research administration policies and general accounting principles is strongly desired.
Knowledge of Windows, Word, Excel, Oracle, (iOU, iProcurement, iJournals, Pcards, Tcards) FFIT, and other various standard computer applications and the ability to adapt quickly to specialized computer applications preferred.
Knowledge of Adobe Creative Suite for the creation of event programs and agendas.
Knowledge of Stanford University policies, regulations, and accounting is a plus.
Good judgment and sensitivity to confidential information.
High energy, enthusiasm, sense of humor is preferred.
Why Stanford is for You Since its founding, Stanford's pioneering spirit has embraced new ways of fulfilling its mission of research, education, and service. Today, we face a future of both promise and peril, marked by a breathtaking pace of change. We need new thinking and new approaches to anticipate and navigate this change, in order to deepen knowledge, address challenges and accelerate our contributions to society. By tapping into the wisdom of our campus community, alumni, and outside perspectives, Stanford leadership has developed a vision to guide our shared journey over the next decade and beyond. We seek talent driven to impact the future of Stanford's legacy. Our culture and unique perks empower you with:
Freedom to grow. We offer career development programs, tuition reimbursement, and course auditing. 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.
How to Apply We invite you to apply for this position by clicking on the Apply for Job button. To be considered, please submit a cover letter and resume along with your online application. Your one-page cover letter should briefly describe your background in customer service, event and project management, and provide examples of your experience with attention to detail, responsiveness, and decision-making. 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 accommodation to any employee with a disability who requires accommodation to perform the essential functions of his or her job.
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
Location: School of Engineering, Stanford, 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.
Copyright 2017 Jobelephant.com Inc. All rights reserved.
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, 12000 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 is an equal empl...oyment 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. Stanford also welcomes applications from others who would bring additional dimensions to the University’s research, teaching and clinical missions.