Executive Assistant and Communications Coordinator - 73477
Executive Assistant and Communications Coordinator
This position will provide administrative support to the Senior Vice Provost for Institutional Equity and Access who is responsible for providing oversight of the programs and offices that ensure equity and access throughout the Stanford community including the Diversity & Access Office, the Office of Sexual Assault & Relationship Abuse Education & Response, the Ombuds Office, the Sexual Harassment Policy Office and the Title IX Office.
The Executive Assistant and Communications Coordinator will have a key role in enhancing internal and external communication of campus programming and initiatives pertaining to equity and access through printed material and online information, including websites and social media efforts. Additionally, this role will have responsibilities regarding major office undertakings of the Diversity & Access Office such as assisting with the Universitys annual Affirmative Action Plan. This Role will provide general administrative support to three professionals.
- Act on behalf of the supervisor and the Diversity and Access team in regards to establishing priorities and identifying and resolving problems that are administrative in nature.
- Research and/or write background information for meetings. Participate in meetings on supervisors behalf, inform after the fact.
- 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 research 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) without prior consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, and university policies.
- Create complex reports and spreadsheets which may utilize specialized software and systems. Make recommendations based on reports.
- 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 complex office moves. Plan and coordinate routine remodeling and renovations.
- Assist in the implementation of and support program communication efforts, including timely creation and editing of, websites, blogs, emails, and newsletters.
- Analyze and review material and extract pertinent information for briefing purposes.
- Positions at this level also include one or more of the following duties:
- Responsible for leading the administrative functions of a program or unit.
- Serve as building coordinator.
- Assist with unit budgets and financials.
- Oversee or supervise day-to-day work of other administrative or support staff, student and/or temporary workers, including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, reviewing work for quality, timeliness, and providing performance review input.
- Under direction supervision, design and maintain web site using established tools and design guidelines, practices and standards.
* - Other duties may also be assigned
Education & Experience:
High school diploma and six years of administrative experience, or combination of education and relevant experience. Bachelors degree preferred.
Knowledge, Skills and Abilities:
- Advanced computer skills and demonstrated experience with office software and email applications.
- Proven success in following through and completing projects.
- Excellent organizational skills and attention to detail.
- Excellent 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.
- Demonstrated experience working with diverse groups of people; flexible and adaptable to evolving situation.
- Experience working with social media and web based tools
- Excellent judgment when handling sensitive and confidential information
Certifications and Licenses: None
- 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 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 Universitys Administrative Guide, http://adminguide.stanford.edu.
Job Series: Administrative Associate 4
Job Code: 4104
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: Diversity and Access Office
Job Code: 4104