Administrative Associate 4 **Office of External Relations, Stanford, California, United States** **New** Administration Post Date 1 day ago Requisition # 105830 **To Apply:** **Submit a cover letter and resume along with your online application.** **Work Schedule: Hybrid schedule (at least three days per week onsite)** Stanford University is one of the world’s premier academic and research institutions, devoting tremendous intellectual and physical resources toward the betterment of humanity. As a major Bay Area employer, Stanford seeks people committed to excellence and to improving our world. In turn, the university is committed to supporting its employees as they develop their careers and enrich their lives. We believe Stanford’s future success will be shaped by the diverse perspectives, unique experiences, and inclusive culture of its community. The vision for the Office for External Relations is to create a broader and more purposeful engagement with our alumni, neighbors, region, nation, and world. External Relations will accomplish this vision by enhancing and aligning current programs, while also developing new strategies for service, philanthropic support, amplified communications, and more robust engagement locally, regionally, nationally, and globally. We will enhance collaboration with local partners to address sustainability, affordability, and other local challenges, working to become part of the fabric of the neighborhood. The Office of Government Affairs coordinates and facilitates the interactions of Stanford University and Stanford Health Care (SHC) with local, state and federal governments, as well as its relationship with neighboring communities. The Office promotes the interests of the University's and SHC's key constituents through contact with public officials, involvement with educational organizations, tracking of pertinent legislation and direct advocacy on a wide variety of issues from land use policies to funding for the basic sciences to health care. Government Affairs also supports engagement efforts that contribute to the vitality of the greater community. This position will support local government affairs staff activities as well as a strategic land use initiative. **Position Summary** **:** We are seeking a proactive, detail-oriented person to join our dynamic teams. This hybrid administrative role will split responsibilities between scheduling, project management, and administrative support for the Associate Vice President of Government Affairs and a Senior Associate Vice President responsible for a strategic land use initiative. The ideal candidate will be highly organized, resourceful, and able to manage multiple tasks in a fast-paced environment, while providing essential support for the team’s initiatives in governmental affairs and related projects. **In this role you will** **:** + Calendar Management: Schedule and coordinate meetings and engagements for the teams, ensuring efficient use of time and resources. + Event Planning: Assist in coordinating internal and external community meetings, such as stakeholder meetings, convenings, and workshops. Some meetings may occur during non-business hours. + Communication: Act as the primary point of contact for scheduling and logistical coordination, ensuring effective communication with internal teams, external clients, and stakeholders. + Project Coordination: Assist with the planning, execution, and tracking of various high-profile projects. + Financial: Oversee and/or process a variety of complex financial transactions; produce, monitor, and reconcile budget statements, manage contracts, and verify expenses + Timeline Management: Support the creation and maintenance of project timelines, ensuring deadlines are met and deliverables are on track. + Document Tracking: Maintain accurate project documentation and processing, including contracts, agreements, permits, and reports. + Team Support: Collaborate with team members to facilitate smooth workflow, resolve scheduling conflicts, and ensure tasks are completed on time. + Research Tasks: Conduct research on topics related to land use regulations, zoning laws, government affairs, and policy changes to support the team’s initiatives. + Report Preparation: Assist in drafting, editing, and preparing agendas, minutes, reports, briefing materials, and presentations for internal and external stakeholders. + File Management: Organize and maintain project files, databases, and records, ensuring that all information is accurate, up-to-date, and easily accessible. + Demonstrate a commitment to promoting and supporting an environment of diversity and inclusion. + Other duties as assigned. **To be successful in this role, you will bring** **:** + High school diploma and six years of administrative experience or combination of education and relevant experience. + Outstanding communication skills and exceptional attention to detail and follow-through. + Strong proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Google suite (Docs, Slides, Sheets) + Demonstrated ability to be highly proactive and resourceful, synthesize information from many sources, prioritize own work and multi-task in a dynamic environment. + Exercise discretion in working with highly confidential and sensitive information. + Ability to exercise sound judgment routinely, anticipate needs and independently in making decisions. + Demonstrated experience working independently and as part of a team. + Familiarity with land use regulations, government processes, or public policy is highly desirable. + Detail-Oriented: Ability to stay focused on the finer details while maintaining a broad overview of tasks and timelines. + Proactive Problem Solver: Takes initiative to address challenges and identify solutions without needing constant supervision. + Team-Oriented: Comfortable working collaboratively with a diverse team of professionals across various functions. + Adaptability: Ability to pivot between different tasks and responsibilities quickly as priorities change. **The expected pay range for this position is $44.84 – $50.43 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 (https://cardinalatwork.stanford.edu/benefits-rewards) 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** **:** Stanford University is one of the world’s premier academic and research institutions, devoting tremendous intellectual and physical resources toward the betterment of humanity. As a major Bay Area employer, Stanford seeks people committed to excellence and to improving our world. In turn, the university is committed to supporting its employees as they develop their careers and enrich their lives. We believe Stanford’s future success will be shaped by the diverse perspectives, unique experiences, and inclusive culture of its community. 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. Ourcultureandunique perksempower 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 by submitting 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: 4099** + **Employee Status: Regular** + **Grade: G** + **Requisition ID: 105830** + **Work Arrangement : Hybrid Eligible**