Administrative Associate 4

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Job description

POSITION SUMMARY:

Reporting to GLAM's Associate Director, with a dotted-line reporting structure to six faculty appointed in the Department of Physics and Department of Applied Physics, the Senior Administrative Coordinator will support a highly-ambitious and -interconnected research team of theoretical and experimental physicists, including six faculty, 60+ graduate students, 20+ postdocs, and a constant influx of visitors and other special guests. This position will provide a heterogeneous suite of administrative support services to ensure that physics researchers are able to focus its time on research excellence and collaboration, which will regularly involve processing financial transactions, conducting advanced budget plans and accounting analyses, managing facilities and space resources, planning special academic and social events, and contributing to as-needed communications and programming activities within the larger GLAM organization. The Senior Coordinator is a contributor to GLAM's identity as an interdisciplinary unifier and incubator.

This is a unique opportunity for an administrative professional who wishes to deploy their skills in advanced organization, financial management, and emotionally intelligent collaboration to ensure excellence in physics research and education. It is also an opportunity to join a high-performing and interdependent administrative team united in their commitment to faculty support, research excellence, and community engagement. Success in this role will chiefly be measured by overall faculty satisfaction with the comprehensive administrative support their receive in the core duties defined below, as well as the incumbent's commitment to a growth mindset, to customer service, and to administrative accuracy and efficiency.

CORE DUTIES:

Administrative Support & Space Planning (60%)

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.

Collaborating with the Associate Director, manage approximately ten small and large offices for faculty, postdocs, students, and visitors within the 3rd floor of the McCullough Building. Plan space needs for visiting researchers and escalate space fix needs to the Facilities & Safety Manager. This position will submit LBRE Work Orders for facilities fixes and preventative maintenance.

Coordinate travel plans and itineraries for Theory Group faculty, postdocs, and students in a manner that promotes the best use of time and minimizes potential travel issues.

Coordinate, organize, and manage complex conferences, seminars, and events, including procurement of vendor services, organize attendee accommodations, oversee distribution of print and digital materials, organize and manage logistics, and manage events within budget.

Finance, Accounting & Data Analysis (25%)

Process financial transactions, including reimbursement requests, Purchasing Card and Travel Card expenses, purchase order initiation, fund transfers, and other general processes. This position will be the cardholder and custodian for the Theory Group's Pcard and Tcard, and must keep abreast in governing university policies pertaining to permissible expenses, timely reconciliation, and confidentiality.

Working closely with faculty and administrative leadership in GLAM, the Stanford Institute for Theoretical Physics, and the Department of Physics, develop annual operating budgets and expense controls, and ensure that the following years' activities adhere to budget plans with minimal deviation. Identify discrepancies and potential problems for leadership in order to ensure that year-end statements are under-budget and that they receive accurate consolidation and reporting.

Support faculty in distributing postdoc and student salaries and other support across available financial accounts, ensuring that existing and prospective group members can be supported in the current year and in as-needed subsequent years of their term. Working closely with the Manager of Academic Affairs, prepare various financial and student affairs documents to process each appointment and gather requisite university-level approvals.

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.

Maintain, reconcile, review, combine, and validate financial data sets and accounts, utilizing financial reports, financial databases, and key financial information.

Run and analyze financial reports, often from multiple systems; assist in preparation of management information reports.

Event Planning (10%)

Manage a robust program for short- and long-term visitors to GLAM, including arranging travel and accommodations, reserving dinners and other receptions, overseeing the distribution of print and digital materials, planning internal seminars and research talks, and navigating multiple vendors to ensure event success. This position will serve as the primary administrative point-person for all visitors, ensuring their entry to, engagement with, and departure from GLAM is seamless and comfortable.

Coordinate, organize, and manage complex conferences, seminars, and events, including procuring vendor services; attendee accommodations, oversee distribution of print and digital materials, organize and manage logistics, and manage event within budget.

Special Projects (5%)

Other duties as assigned.

Requirements:

Education & Experience:

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

Knowledge, Skills & Abilities:

Knowledge about financial processes and generally-accepted accounting procedures. A special preference for candidates with existing knowledge of Stanford-specific financial systems, notably Oracle and/or FFIT.

Demonstrated ability to prioritize own work and multi-task.

Demonstrated excellent organizational skills.

Demonstrated ability to take initiative and ownership of projects.

Unwavering emotional intelligence, a growth mindset, and eagerness to collaborate with faculty, trainees, and administrative staff of all levels to ensure GLAM's success.

Firm commitment to confidentiality of information.

Ability to communicate effectively both orally and in writing.

Ability to routinely and independently exercise sound judgment in making decisions.

Demonstrated experience working independently and as part of a team.

PHYSICAL REQUIREMENTS :

Constantly perform desk-based computer tasks.

Frequently stand/walk, sitting, grasp lightly/fine manipulation.

Occasionally use a telephone.

Rarely lift/carry/push/pull objects that weigh 11-20 pounds.

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.

WORKING CONDITIONS:

Occasional work on evenings or weekends may be required.

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