Administrator, Stanford Center on Poverty and Inequality - 71191
Description 100% FTE one-year, fixed-term position with possibility of renewal
Note: Not all unique aspects of the job are covered by this job description
The Stanford Center on Poverty and Inequality (CPI), one of three National Poverty Centers funded by the U.S. Department of Health and Human Services, is a nonpartisan research center at Stanford University. The CPIs mission is to conduct and facilitate research on issues of domestic poverty, mobility, and inequality and to disseminate the results of this research to scholars, policy makers, and the general public. The guiding principle of CPIs work is that research findings should be evidence-based, the result of rigorous scientific inquiry, and communicated clearly and objectively. The CPI supports research by new and established scholars, trains the next generation of scholars and policy analysts, and disseminates the very best research on poverty, mobility, and inequality.
The Administrator is a central member of the CPI team, with primary responsibility for (a) fostering the strong sense of community among our faculty, staff, postdoctoral associates, graduate students, undergraduate students, affiliates, visitors, and other CPI contacts both inside and outside of Stanford; (b) providing daily administrative, communications, financial, human resources, and operational support; and (c) planning and organizing core CPI programs. The Administrator must take ownership of projects, work independently, contribute to larger project teams, and interact tactfully with a wide variety of people. The position requires excellent organizational and time management skills, with emphasis on accuracy and attention to detail. Good judgment and sensitivity to confidential information is required. The Administrator facilitates CPI student programs and assistantships, including the Stanford Certificate on Poverty and Inequality, can take the lead in coordinating logistics and advertising for CPI-sponsored conferences and events, and maintains content on CPI websites and social media. Responsibilities occasionally entail working outside of normal business hours or during the weekend. In summary, the CPI Administrator is involved in all aspects of fulfilling the CPIs mission.
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. Maintain electronic and print mailing lists and licenses.
Plan and schedule calendar(s) based on consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
Process, review and monitor routine accounting/financial transactions for completeness and compliance including P-card, travel card, expense reimbursements, journal transfers, and gifts, and research and resolve discrepancies. Process purchase orders and invoices for contracted services and materials. Will also generate budgets and financial reports.
Set up accounts in financial system.
Maintain office supplies and equipment; obtain vendor quotations, as needed. Coordinate office moves.
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 and update approved content on websites, social media, and affiliate databases.
Perform human resources transactional support, e.g. time cards, I9s, and/or faculty affairs support.
Guide, train and onboard students, postdocs, contingent workers, and visiting researchers including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, and reviewing work for quality and timeliness as needed.
* - Other duties may also be assigned
Qualifications MINIMUM REQUIREMENTS:
Education & Experience:
High school diploma and three years of administrative experience, or combination of education and relevant experience. Bachelors degree preferred. Social science field of study preferred.
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.
Certifications and Licenses:
Constantly perform desk-based computer tasks.
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 his or her job.
Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clients and with external organizations.
Promote Culture of Safety: Demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned.
Subject to and expected to comply with all applicable University policies and procedures, including but not limited to the personnel policies and other policies found in the University's Administrative Guide, http://adminguide.stanford.edu.
Final offers of employment are contingent upon successful completion of national criminal background check, national sex offender registry search and, where applicable, driving record.
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.
Location: School of Humanities and Sciences
Job Code: 4102