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SR. ADMINISTRATIVE ASSISTANT – FACE OF THE CENTER REPRESENTATING ACADEMIC EVENTS

  • Location:
  • Salary:
    negotiable
  • Job type:
    Contract to Hire
  • Posted:
    2 weeks ago
  • Category:
    Administrative/Office
  • Deadline:
    May 31, 2022
  • Job Level:

SR. ADMINISTRATIVE ASSISTANT /SOCIAL MEDIA

REDWOOD CITY, CA

BE THE FACE OF THE CENTER REPRESENTATING ACADEMIC EVENTS

OPTION 1 STAFFING is currently recruiting for a Sr. Administrative Assistant to administer and support programs under general supervision. This individual will be the face (and first in-person contact) of the organization, representing the Center at academic events such as seminars, symposia, and outreach and executing on program and event logistics. He/she will work closely with leadership (including the Directors and Executive Committee members) and current staff to maintain existing educational and funding programs. Please note: this individual will be primarily responsible for overseeing the business side of operations, including budgets, expenditures, and fellowship programs.

 

CORE DUTIES:

  • Independently oversee all daily activities of Center. This person has to be self-motivated, extremely resourceful, and able to multi-task on various programs/projects and wear all organizational hats!
  • Programs: Organize and implement programs, including annual symposia, fellowship program, weekly seminar series, and youth outreach. Serve as program contact and lead organizer at events; represent Center at events.
  • Communications:

o Serve as key contact for all incoming communications.

o Social Media: Manage twitter and Facebook accounts.

o Blog: Ideally, this person would cultivate content for Blog on WordPress, including Fellows Feature Interview Series implemented in last 3 years. Familiarity with WordPress Blogs would be a plus.

o Newsletters: Use Mailchimp, or preferred app/system, to keep center community apprised of Center news, events, announcements, etc.

o Listservs: Manage and maintain listserv, aiming to increase membership by contacting 42 member groups and inviting people to subscribe.

o Website: Independently manage, maintain and update Center website, which is a Jumpstart Academic Site. Experience with Stanford Sites a plus.

  • Finance/ Business:

o Serve as Center approver for all incoming finance requests, including fellowship and research expenditures.

o Work with admin to clear PCard and TCard transactions and prepare and submit travel reimbursements and honoraria for guest scholars and fellows using Ofweb online system.

o Prepare and submit budgets using BPS online system by H&S budget deadline (usually early July); work closely with H&S Finance Liaison to do so, and to submit year-end reports in early September.

  • A basic understanding of OBI Reporting and FFIT will greatly help with this process.
  • Leadership:

o Liaise regularly with leadership (directors and Executive Committee) on operations.

o Schedule quarterly meetings with Executive Committee, prepare and distribute meeting agendas, and facilitate meetings. Execute on action items identified at those meetings.

  • Requirements:

Education & Experience:

Bachelor’s degree and three years of relevant experience, or combination of education and relevant experience.

Knowledge, Skills and Abilities:

  • Demonstrated ability to prioritize own work and multi-task.
  • Demonstrated excellent organizational skills.
  • Demonstrated ability to take initiative and ownership of projects.
  • 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.
  • Relevant subject matter knowledge.

For immediate consideration, please apply!

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