This position is 80% FTE (32 hours per week).
Stanfords Center on Food Security and the Environment (FSE), a joint effort of the Freeman Spogli Institute for International Studies and Stanford Woods Institute for the Environment, addresses critical global issues of hunger, poverty and environmental degradation by generating vital knowledge and policy-relevant solutions.
The Rural Education Action Program (REAP) a research program within FSE, is dedicated to discovering the causes of poverty in rural China, and creating simple, yet effective solutions in education, health and nutrition policy.
FSE and REAP seek an experienced Administrative Associate 2 to provide varied administrative and transactional support to faculty, research staff and students. The AA2 must possess a broad skill set and have the ability to work independently in the areas of procurement, health and safety, facilities, events and visiting scholars.
Process services agreements and vendor payments in Oracle Financials for FSE and REAP, many of which are with international collaborators. Requires obtaining supporting documents needed to create services agreements and quick pays in Procurement, communication with Stanford faculty on deliverables, secure approval for invoice payments, and respond to queries from buy-pay.
Coordinate with FSE/REAP faculty and project managers to obtain supporting documents for Visiting Scholars in a timely manner that will allow for entries and approvals in FASA and DS-2019 requests. H/she will make sure that all documents have been received and will coordinate with the FSE Finance and Operations Manager and FASA entries/approvals and DS-2019 requests. Serve as a resource for Scholars when they arrive on campus informing them or required training, obtaining ID cards and building access.
Travel and Reimbursement:
Process reimbursement requests for FSE and REAP faculty, staff and visitors. Reimbursements are high volume and often include international travel. The candidate must be familiar with travel policies and apply them correctly to the reimbursements.
Manage the Departmental Pcards for both FSE and REAP. This includes checking the Pcards out for use by staff and students, advising on appropriate use of the Pcard per University policy, collecting receipts and a complete business purpose after purchase and verifying the Pcard transactions in Oracle Financials.
Process work orders for FSE/REAP in Encina Hall and Y2E2 to facilitate repairs and maintenance requests, i.e. light bulb replacements, water fountain repair, moving furniture from office to office and securing for earthquake safety. Maintain key inventory for Encina Hall East 4th and 5th floors, checkout keys for FSE/REAP faculty staff and visitors, maintain key checkout and return database.
Manage logistics for seminars and lunch talks, including booking conference rooms, booking local hotel rooms for external speakers, greeting external speakers and assisting with setup in the conference rooms, ordering catering when needed, process any work orders that are required for setup or cleanup, process speaker reimbursements and honorarium payments when appropriate. Work as part of a team on larger events and talks
General Office Duties:
Monitor supplies for FSE/REAP being proactive at maintaining supply inventory. Maintain photocopiers and printers, scheduling repairs and maintenance when needed and coordinate the setup of new computers for FSE/REAP faculty and staff with the FSE systems analyst. General administrative support for FSE/REAP faculty including making lunch or dinner reservations, assistance with travel reservations upon request and handling incoming and outgoing mail for FSE and REAP.
For consideration please submit resume and cover letter. A background check will be required for all final candidates.
Provide administrative or operational support working under general supervision.
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