Administrative Associate IV - MFS Talent
Stanford, CA
About the Job
- Shift: 9AM-5PM, (3 days on-site per week, including Monday)
- Work location: Hybrid; Stanford, CA
- Compensation: $40 per hour
Duties and Responsibilities
Administrative Support & Space Planning (60%)
- 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.
- Collaborating with the Associate Director, manage approximately ten small and large offices for faculty, postdocs, students, and visitors within the 3rd floor of the Building.
- Plan space needs for visiting researchers and escalate space fix needs to the Facilities & Safety Manager.
- This position will submit LBRE Work Orders for facilities fixes and preventative maintenance.
- Coordinate travel plans and itineraries for Theory Group faculty, postdocs, and students in a manner that promotes the best use of time and minimizes potential travel issues.
- Coordinate, organize, and manage complex conferences, seminars, and events, including procurement of vendor services, organize attendee accommodations, oversee distribution of print and digital materials, organize and manage logistics, and manage events within budget.
Finance, Accounting & Data Analysis (25%)
- Process financial transactions, including reimbursement requests, Purchasing Card and Travel Card expenses, purchase order initiation, fund transfers, and other general processes.
- This position will be the cardholder and custodian for the Theory Group's Pcard and Tcard, and must keep abreast in governing university policies pertaining to permissible expenses, timely reconciliation, and confidentiality.
- Working closely with faculty and administrative leadership in GLAM, the Stanford Institute for Theoretical Physics, and the Department of Physics, develop annual operating budgets and expense controls, and ensure that the following years' activities adhere to budget plans with minimal deviation.
- Identify discrepancies and potential problems for leadership in order to ensure that year-end statements are under-budget and that they receive accurate consolidation and reporting.
- Support faculty in distributing postdoc and student salaries and other support across available financial accounts, ensuring that existing and prospective group members can be supported in the current year and in as-needed subsequent years of their term.
- Working closely with the Manager of Academic Affairs, prepare various financial and student affairs documents to process each appointment and gather requisite university-level approvals.
- 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.
- Maintain, reconcile, review, combine, and validate financial data sets and accounts, utilizing financial reports, financial databases, and key financial information.
- Run and analyze financial reports, often from multiple systems; assist in preparation of management information reports.
Event Planning (10%)
- Manage a robust program for short- and long-term visitors to GLAM, including arranging travel and accommodations, reserving dinners and other receptions, overseeing the distribution of print and digital materials, planning internal seminars and research talks, and navigating multiple vendors to ensure event success. This position will serve as the primary administrative point-person for all visitors, ensuring their entry to, engagement with, and departure from GLAM is seamless and comfortable.
- Coordinate, organize, and manage complex conferences, seminars, and events, including procuring vendor services; attendee accommodations, oversee distribution of print and digital materials, organize and manage logistics, and manage event within budget.
Special Projects (5%)
Education Qualifications
- High school diploma
Experience
- Six (6) years of administrative experience, or combination of education and relevant experience.
Physical requirements
- Constantly perform desk-based computer tasks.
- Frequently stand/walk, sitting, grasp lightly/fine manipulation.
- Occasionally use a telephone.
- Rarely lift/carry/push/pull objects that weigh 11-20 pounds.
Benefits
- Health/Dental/Vision Insurance
- Sick time off
Source : MFS Talent