Opportunities in the Department of Chemistry

Position Summary: The Department of Chemistry is seeking a CAS Administrative Associate. The CAS Administrator will work under general supervision of the CAS Manager and must possess and demonstrate a positive outlook on continuous process improvement efforts while maintaining a team-based and customer-focused mindset. It is critical that this position exhibit the abilities to practice sound judgment and decision-making, effective written & oral communication, strong attention to detail, and respectful relationship management. This position is part of a team of CAS administrators who support Chemistry faculty with daily responsibilities for grant preparation and administration, calendars and ordering lab supplies and graduate students and postdoctoral scholars.  The job requires the ability to work effectively with faculty and within a team structure. The administrative or operational support must be conducted with limited supervision. The candidate may be responsible for leading other administrative staff or subordinates. Familiarity with financial systems is highly desirable. Please submit both a resume and cover letter when applying for this position.

This is a 100% FTE, continuing, non-exempt position. This position will be based on the Stanford campus and will be considered for an option of telecommuting (a hybrid of working on-site and off-site), subject to operational need.

If you believe that this opportunity is a match for your knowledge, skills, and abilities, we encourage you to apply. Thank you for considering employment opportunities with the School of Humanities and Sciences. 

CORE DUTIES:

●       Act on behalf of the supervisor, department manager, or chair in regard 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 theaccuracy 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 that 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 the 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.

* Other duties may also be assigned.

EDUCATION AND EXPERIENCE:

●       High school diploma and four years of administrative experience, or combination of education and relevant experience.

KNOWLEDGE, SKILLS, AND ABILITIES:

●       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.

PHYSICAL REQUIREMENTS*:

●       Constantly perform desk-based computer tasks.

●       Frequently sitting.

●       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 the job.

The expected pay range for this position is $39.46 to $44.30 per hour.

Position Summary: The Department of Chemistry is seeking a Front Desk / Student Services Administrator to join our team. The Front Desk / Student Services Administrator will work under general supervision of the Student Services Manager and must possess and demonstrate a positive outlook on continuous process improvement efforts while maintaining a team-based and customer-focused mindset.  In this role, the successful candidate will manage the front desk greeting visitors and responding to inquiries.  This position is a full-time on-premises role.

In addition, this role supports the Student Services group and plays an important role in processing 550+ graduate student applications and corresponding with prospective students including sending offers of admission.  The position also involves working closely with the Registrar’s Office to schedule rooms, p-card and reimbursement processing, ordering main office supplies, sorting mail, photocopying materials for large classes, editing portions of the department website using Drupal 9, and helping with departmental events.

It is critical that this position exhibit the abilities to practice sound judgment and decision-making, effective written and oral communication, strong attention to detail and respectful relationship management. This position must also exhibit a strong desire to continuously learn new and unfamiliar business topics, policies and procedures as they relate to student services and the ability to translate this information into operational successes will be critical. 

This position is an excellent entry point for a career in Student Services at Stanford.

Please submit both a resume and cover letter when applying for this position.

This is a 100% FTE, continuing, non-exempt position. This position will be based on the Stanford campus.

If you believe that this opportunity is a match for your knowledge, skills and abilities, we encourage you to apply. Thank you for considering employment opportunities with the School of Humanities and Sciences.

CORE DUTIES:

●      Respond to inquiries, and determine and take appropriate action as required. Serve as a resource regarding a defined set of policies and procedures.

●      Perform duties associated with scheduling, organizing, and operating conferences, seminars, and events, including recommending vendors for services, overseeing the production and distribution of materials, coordinating logistics, and serving as liaison with internal and external vendors.

●      Draft and/or generate routine communications; coordinate production (formatting, copying, etc.) and dissemination of documents, such as presentations, course handouts, grant proposals, conference and seminar materials, complex reports, brochures, and displays.

●      Plan and schedule calendar(s) based on consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.

●      Process and monitor routine financial transactions, which may include researching and resolving discrepancies.

●      Maintain office supplies and equipment; obtain vendor quotations, as needed. Coordinate office moves.

●      May serve as the point of contact for general maintenance, health and safety, and other facility concerns within the unit(s); report any incidents or potential safety problems to appropriate representatives. Track completion of required training.

●      Maintain approved content on websites.

●      May perform human resources transactional support, e.g. time cards, I9s, and/or faculty affairs support.

●      May guide and train student and/or contingent workers including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, and reviewing work for quality and timeliness.

* Other duties may also be assigned.

EDUCATION AND EXPERIENCE:

●      High school diploma and three years of administrative experience, or combination of education and relevant experience.

KNOWLEDGE, SKILLS, AND ABILITIES:

●      Proficient computer skills and demonstrated experience with office software and email applications.

●      Demonstrated success in following through and completing routine tasks.

●      Strong organizational skills and attention to detail.

●      Strong verbal and written communication skills.

●      Excellent customer service and interpersonal skills.

●      Ability to prioritize and multi-task.

PHYSICAL REQUIREMENTS*:

●      Constantly perform desk-based computer tasks.

●      Frequently sitting.

●      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 the job.

The expected pay range for this position is $31.79 to $37.96 per hour.