Administrative Associate - Administrative and Operational Support

  • Stanford School of Engineering
  • Stanford, CA, USA
  • Sep 08, 2020
Full time Admin-Clerical

Job Description

ICME, seeks an Administrative Specialist, to act as the primary point of contact for ICME students and guests in day-to-day inquiries and operational matters. The Administrative Specialist also manages ICME events throughout the year, working with ICME staff and other Stanford departments (finance, event services, etc). You will perform a variety of duties including creating and editing communications, reports and spreadsheets; scheduling and managing events and meetings; monitoring and handling reimbursements; and maintaining office supplies.

Are you personable and proactive? Do you partner well with others?  Then this position may be the right fit for you!


Your responsibilities include:

  • Main point of contact for ICME students and guests
  • Financial transaction support (purchasing, reimbursements, PCard)
  • Event management – coordinating dates, rooms, AV, catering and other logistics
  • Producing seminar communications targeting the community– via email, Slack, ICME website
  • General admin support including updating website an maintaining mailing list, room reservations
  • Assisting in scheduling TA office hours
  • Administrative support for HIVE (visualization lab)
  • Interacting with Stanford Finance, Event Services and facilities departments to ensure smooth operations of the department events and suite maintenance
  • May also guide and train student and/or contingent workers including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, and reviewing work for quality and timeliness