Hollyhock Fellowship Administrative Associate
Effective/Revision Date: 06/01/2018
This position involves three areas of work: 1) supporting the Hollyhock Fellowship program (80%), 2) providing support for the Hollyhock Leading Fellows program (10%), and 3) and providing support for the Hollyhock Principals’ program. (10%).
- Oversee the collection and maintenance of “artifacts” for the Hollyhock Fellowship.“Artifacts” can include consent forms, videos, word documents, and other digital media through the various online platforms in use at CSET.
- Plan and coordinate the logistics of the Hollyhock Fellowship Summer Institute.This is a large scale event (~200 teachers) that occurs for three weeks every summer.Under the direction of the Hollyhock Project Director, this person in this position will prepare the paperwork for the fellowship and travel stipends, coordinate on-campus housing and dining, and assist in on-site project assistance among many other tasks.
- Draft and/or generate routine communications for Hollyhock and other projects; 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.
- During the spring and summer provide coordination of the support team for the summer institute, including hiring and supervising an intern.
- Respond to Hollyhock-specific project inquiries, and determine and take appropriate action as required.
- Perform office duties including, but not limited to, helping to develop center-wide systems for archiving materials related to Hollyhock research (consent forms, data, etc.), organizing and maintaining records of participants so that mailing lists, photo releases, and similar documents are updated regularly.
- Provide support to Hollyhock staff in a variety of ways including scheduling rooms, managing equipment, ordering meals, assembling materials, recommending vendors for services, overseeing the production and distribution of materials, coordinating logistics, and serving as a liaison with internal and external vendors.
- Make travel arrangements as directed in compliance with unit, university, and sponsor policies.
To be successful in this position, the Administrative Associate will need to enjoy working on a team in a flexible work environment, maintaining a proactive attitude towards all tasks big and small. As well, he/she must embrace the work of teachers as an honored profession and enjoy working within an organization dedicated to learning.
The Administrative Associate 2 must have the following skill sets:
- Excellent interpersonal skills verbally and in writing including composing emails to program participants and being comfortable greeting and talking with a wide variety of people;
- The ability to work effectively with diverse people with a range of communication styles;
- A high degree of sound judgment, tact, discretion, diplomacy, and sensitivity, and the ability to maintain integrity with sensitive and confidential information; and
- Strong planning and organizational skills, including the ability to set priorities and communicate those priorities politely.
This position also requires advanced computer skills for all components of MS Office and a facility with Box and Google Drive. Must have ability to learn new tools, techniques, applications, systems, and processes as needed. Must be flexible, innovative, and receptive to taking on new and/or changing responsibilities. Must embrace the mission of CSET and the Hollyhock related projects and programs with sufficient depth of understanding and interest to write about, represent, and support them effectively. The ability to conduct enough research to find a range of resources such as images, new vendors, or research articles will be expected.
Prior experience at Stanford as well as experience in K-12 educational settings are highly desired.
- Constantly perform desk-based computer tasks.
- Frequently sitting.
- Occasionally stand/walk, reach/work above shoulders, grasp lightly/fine manipulation, grasp forcefully, use a telephone, sort/file paperwork or parts, lift/carry/push/pull objects that weigh up to 10 pounds.
- Rarely twist/bend/stoop/squat, kneel/crawl.
* - 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.
In addition to completing the Stanford application process, which includes uploading your resume, please attach a letter that 1) addresses your interest in the position; 2) describes your strengths and experience in relationship to the three components of this position as listed in the General Description above, and 3) provides evidence that you understand the mission of CSET and how this position supports that mission.