Administrative Associate

Administrative Associate

Location:Palo Alto,CA

Type / Shift:Contract Full-Time / Day Shift
Job Description
Title: Administrative Assistant
City: Palo Alto
State: CA
ZIP: 94305
Job Type: Contract
Hours: 40
Job ID:

The Physics Department is seeking an temporary Student Services Associate to provide student services and general administrative support in the Physics Main Office.

Job Description:
  • Support all functions related to graduate admissions, in particular during prospective students’ open house and new graduate students’ orientation
  • Organize and coordinate logistics for undergraduate student activities, including but not limited to the Society of Physics Students (SPS) and Summer Research College (SRC) events
  • Knowledgeable on the use of Course Section Scheduler (CLSS) to update and maintain new courses schedule each academic year
  • Organize and coordinate the Oral Qualification Exam process with students, faculty, and Oral Qual Committee members.
  • Monitor graduate student progress (i.e. milestones, units taken, etc.), and contact students and faculty advisors when necessary
  • Contact students and faculty when grades have not been reported
  • Process candidacy, oral exam, reading committee, TGR, and other student forms
  • Update and monitor the Stanford Bulletin for accuracy in course offerings, units, degree requirements, etc.
  • Input data and update electronic databases on students, websites, and associated materials
  • Draft and/or generate routine outgoing communication to students, faculty, and staff
  • Maintain web updates to student service related sections on the Physics website
  • Print current transcripts for undergraduate and graduate students
  • Other assignments for student services as needed
  • General Administrative Support
  • Provide routine administrative support for the physics office team members, including scheduling venues and coordinating special events and activities
  • Process and monitor routine financial transactions such as purchase orders, travel reimbursements, and purchasing card and travel card verification, which may include researching and resolving discrepancies
  • Monitor and order office supplies when needed, track office equipment, monitor vehicle usage, and prepare general administrative documents
  • Respond to inquiries from students, faculty, staff and the general public
  • Provide backup to the front desk when needed, including greeting visitors, answering phones, distributing mail, supporting departmental colloquiums, and serving as a resource on department procedures and general inquires

* - Other duties may also be assigned


  • High school diploma and three years of administrative experience, or combination of education and relevant experience
  • Excellent judgment and careful attention to details
  • Strong organizational and interpersonal skills
  • Excellent written and oral communication skills
  • Self-motivated with the ability to handle multiple assignments and work independently under minimal direction
  • Computer skills: Microsoft Word, Excel, Outlook, Adobe and cloud based software (i.e. Google Drive), familiarity with Oracle financials, and PeopleSoft
  • Must be proficient in Excel
  • Knowledge of web authoring software Drupal or HTML a plus

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

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