Apr 21

Job: Administrative and Finance Associate – Stanford University (Stanford, CA, USA)

Posted by Sydney Sparrow. Click here to join the JETwit Jobs Google Group and receive job listings even sooner by email.

Position: Administrative and Finance Associate (4-year Fixed Term)
Posted by:
Stanford University
Location:Stanford, CA
Contract: Full-Time

Thanks to JET alumna, Jennifer Hwang (Shizuoka-ken, 2008-2012) for sharing the following opening on her team. Unfortunately, they are unable to sponsor visas:

This is a great opportunity to enter the higher education space and support graduate students! This is a four-year fixed-term position with the possibility of becoming a permanent position.

The Office of the Vice Provost for Graduate Education (VPGE) is a dynamic and fast-paced team that delivers programs to Stanford’s 9,000+ graduate students and 2,400+ postdoctoral scholars. We work collaboratively across the university with schools and other vice provost areas to enhance the graduate educational experience. VPGE supports programs, administration, and service to the university community and graduate students in five portfolio areas: fellowships and funding, professional development, diversity and inclusion, interdisciplinary learning, and academic guidance. 

As a VPGE’s Administrative and Finance Associate, you’ll use your customer service strengths to provide administrative and operational support to our vice provost unit. You will be critical in supporting our mission: to ensure that every graduate student receives the best possible educational experience. You will share an open office space as part of our front desk team. Are you personable and proactive with a high-level of customer service and attention to financial detail? Do you enjoy working with a dynamic team and supporting students? Then this position may be the right fit for you!

In support of the university’s flexible work initiative, this position may be eligible to be “hybrid,” working both from home and the Stanford historical campus with the expectation of being onsite at least three days per week. This role reports to the Senior Director of Finance and Administration. This is a four-year fixed term position with possibility of becoming a permanent position.

In this role, you will:

  • Respond to inquiries and take appropriate action as required. Serve as a resource for interpreting and applying a defined set of policies and procedures.
  • Perform duties associated with scheduling, organizing, as well as operating conferences, seminars, and events (e.g., facilitating event registration, overseeing the production and distribution of materials, coordinating logistics, and serving as liaison with internal and external vendors).
  • Coordinate logistics related events and programs that may include booking facilities, space set-up, ordering equipment, and facilitating catering needs. Provide onsite support (e.g., check-ins, directions, equipment set-up, and event parking).
  • Process and monitor routine financial transactions (e.g., purchase requisitions and invoices, tracking event expenses, researching and resolving discrepancies).
  • May be responsible for purchase card administration, processing, travel cards, and expendable reimbursements.
  • Maintain approved content on websites.
  • Serve as the secondary contact for general maintenance, health and safety, and facility concerns within the unit, reporting any incidents or potential safety problems to appropriate representatives.

To be successful in this role, you will bring:

  • High school diploma and three years of administrative experience, or combination of education and relevant experience.
  • Proficient computer skills and demonstrated experience with office software and email applications.
  • Demonstrated success in following through and completing routine tasks.
  • Strong organizational skills and exceptional attention to detail.
  • Ability to prioritize and multi-task.

In addition, preferred requirements include:

  • Experience with Google Workspace, Microsoft Suite, and File Maker Pro.
  • Strong verbal and written communication skills.
  • Excellent customer service and interpersonal skills.


  • Stanford Job Title: Administrative Associate 2
  • Anticipated Hiring Range: $58,000 to $70,000 per year.

Application Process: For more information and to apply, please click here – https://careersearch.stanford.edu/jobs/administrative-and-finance-associate-4-year-fixed-term-21216

The expected pay range for this position is $58,000 to $70,000 per year. Stanford University provides pay ranges representing its good faith estimate of what the university reasonably expects to pay for a position. The pay offered to a selected candidate will be determined based on factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, geographic location and external market pay for comparable jobs.

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