The Center for Advanced Study in the Behavioral Sciences (CASBS) at Stanford University stimulates cutting edge social science on important societal problems. A national and international resource founded in 1954, CASBS convenes collaborative teams of researchers and practitioners that cut across the disciplinary boundaries of the social and behavioral sciences (anthropology, economics, history, political science, psychology, and sociology) but also the humanities, education, linguistics, communications, and the biological, natural, health, and computer sciences. The Center has a distinguished history of fellowship support for individual scholars and research projects through its renowned single-year residency program and its convening of multi-year collaborative projects with dynamic teams that are both interdisciplinary and inter-sectoral. It attracts world-class academics, industry leaders, and policy makers and analysts from the public, nonprofit, and private sectors. https://casbs.stanford.edu/

Our VPDoR Diversity Journey:

• We create a hub of innovation through the power of diversity of disciplines and people.
• We provide equitable access and opportunity to all members of the community in order to do their best work, regardless of race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law.
• We listen to and value all colleagues who bring diverse perspectives to the advancement and development of a respectful community.
• We promote a culture of belonging, equity, and safety.
• We embed these values in excellence of education, research, and operation.

POSITION SUMMARY:

The Center seeks an experienced candidate for the position of Administrative Associate. Reporting to the Deputy Director, the Administrative Associate is a key team member and first point of contact at the Center. The primary function of the position is to provide administrative support to senior team members and to assist with the administration and coordination of project-related activities and meetings, and other occasional program initiatives. Specific tasks include scheduling and coordinating multiple project meetings, preparation of meeting materials, updates to meeting websites, and coordination of special application processes. In addition, the Administrative Associate will be greeting and directing visitors, answering routine inquiries, scheduling meeting rooms, purchasing office supplies, handling incoming/outgoing mail, producing and disseminating the Center’s weekly announcements, and general office support for day-to-day operations.

The ideal candidate is a friendly, proactive, and dependable self-starter with excellent client service, and strong interpersonal and communication skills. The role requires an individual with a high level of professionalism, productivity, accuracy, organization, and multi-tasking. The candidate should be able to work independently and in a team setting, and must be customer oriented. This position is best accomplished by an individual that is constantly thinking several steps ahead.

This is a 100% FTE, benefits-eligible position. The standard schedule for this position is Monday through Friday, 8:00 am-5:00 pm. There may be occasional extended hours and weekends for event support. This position will be based on the Stanford campus and after a trial period will be considered for an option of a hybrid schedule (one day offsite), subject to operational need. For consideration, please submit a resume. All final candidates must complete a background check.

CORE DUTIES:

• Act on behalf of the supervisor, department manager, or chair in regards to establishing priorities and identifying and resolving problems that are administrative in nature.
• Oversee and/or perform duties associated with scheduling, organizing, and operating complex conferences, seminars, and events, including arranging with vendors for services, overseeing the production and distribution of materials, administering logistics, and managing event within budget.
• 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.
• Plan and schedule calendar(s) with limited consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
• Create complex reports and spreadsheets which may utilize specialized software and systems.
• 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.
• Coordinate and monitor routine maintenance services completion. Plan and coordinate office moves and/or minor renovation projects.
• May lead staff or supervise day-to-day work of student and/or temporary workers, including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, reviewing work for quality and timeliness, and providing performance review input
• Act on behalf of the supervisor, department manager, or chair in regards to establishing priorities and identifying and resolving problems that are administrative in nature.
• Oversee and/or perform duties associated with scheduling, organizing, and operating complex conferences, seminars, and events, including arranging with vendors for services, overseeing the production and distribution of materials, administering logistics, and managing event within budget.