Job Description

Founded in 1892 by the first graduating class, the Stanford Alumni Association (SAA) has a mission to reach, serve and engage all Stanford alumni and students; to foster a lifelong intellectual and emotional connection between the university and its graduates; and to provide the university with goodwill and support. SAA believes that diversity and excellence go hand-in-hand and hires individuals with a commitment to working effectively with colleagues and alumni from diverse backgrounds.
For over 50 years the SAA Travel/Study department has designed, organized, and operated exceptional educational vacations to more than 80 countries each year. Every trip is accompanied by a Stanford trip faculty leader who gives lectures and creates unique learning opportunities with regional experts and local guides.
Position Summary The Administrative Associate 2 (Administrative Associate, Finance and Client Relations) is a member of the Stanford Alumni Association Travel/Study team who is the first contact for our travelers, handling a range of duties including sharing information about our trips to potential travelers, processing reservations, payments, and managing pre-departure communications. Responsible for handling and securely distributing high risk passenger data and providing administrative support to both the team and our travelers.
In this role, you will:

• Respond to inquiries, and determine and take appropriate action as required. Serve as a resource regarding a defined set of policies and procedures.

• Provide a high level of customer service to alumni constituents, their family and friends including problem solving, relationship management and tech support for online sales platforms with limited supervision.

• Perform duties associated with scheduling, organizing, and operating conferences, seminars, and events, including recommending vendors for services, overseeing the production and distribution of materials, coordinating logistics, and serving as liaison with internal and external vendors.

• Compose and draft relevant program documents and correspondence to external clients. Perform substantial editing and fact checking. Create, maintain, modify, and/or ensure accuracy of content in various unit documents, brochures, social media and/or websites.

• Create complex reports and spreadsheets which may utilize specialized software and systems.

• Process program reservations and financial transactions, compile and handle sensitive financial and personal data; produce, monitor, and reconcile budget statements; research, identify, and resolve discrepancies.

• Plan and schedule calendar(s) based on consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.

• May guide and train volunteers, interns, student and/or contingent workers including scheduling, assigning and prioritizing workloads, setting appropriate deadlines, reviewing work for quality and timeliness.

• Will serve as tour manager of 1 to 3 programs annually, traveling with the programs.

Other related SAA support functions:

• Actively participates in efforts to improve processes, programs and business across the department and SAA at large.

• Participate in activities which enhance the department and team mission, support the endeavors of other departments and promote SAA\'s commitment to the Stanford community.

• Participate in greater SAA activities including, but not limited to, the annual Reunion Weekend.

• Special projects as required.

Minimum Education and Experience Required: High school diploma and three years of administrative experience, or combination of education and relevant experience.
Knowledge, Skills and Abilities:

• Advanced computer skills and demonstrated experience with office software and email applications. Experience with FileMaker, Excel, GivGab and CARD a plus.

• Demonstrated success in following through and completing routine tasks.

• Strong organizational skills and attention to detail.

• Strong verbal and written communication skills.

• Excellent customer service and interpersonal skills.

• Ability to prioritize, multi-task, and assign work to others.

• Familiarity with Stanford University, SAA programs and/or travel experience preferred.

Note: This position requires occasional work over evenings and weekends while tour managing. Must be able to regularly lift, move and carry up to 60 pounds while escorting groups; work and operate in close quarters; and manage flights of stairs, steps and steep passageways. Incumbents must be able to actively participate and lead activities that require stamina and endurance. While in the office, staff must be able to lift and carry 10-20 pounds of program material and office supplies.
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.
The expected pay range for this position is $58,000 to $74,000 per annum
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.
Why Stanford is for You Imagine a world without search engines or social platforms. Consider lives saved through first-ever organ transplants and research to cure illnesses. Stanford University has revolutionized the way we live and enrich the world. Supporting this mission is our diverse and dedicated 17,000 staff. We seek talent driven to impact the future of our legacy. Our culture and unique perks empower you with:

• Freedom to grow. We offer career development programs, tuition reimbursement, or course auditing. Join a TedTalk, film screening, or listen to a renowned author or global leader speak.

• A caring culture. We provide superb retirement plans, generous time-off, and family care resources.

• A healthier you. Climb our rock wall or choose from hundreds of health or fitness classes at our world-class exercise facilities. We also provide excellent health care benefits.

• Discovery and fun. Stroll through historic sculptures, trails, and museums.

• Enviable resources. Enjoy free commuter programs, ridesharing incentives, discounts and more.

The job duties listed are typical examples of work performed by positions in this job classification and are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks, and responsibilities. Specific duties and responsibilities may vary depending on department or program needs without changing the general nature and scope of the job or level of responsibility. Employees may also perform other duties as assigned.
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 his or her job.
Stanford is an equal employment opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law.