Note: Not all unique aspects of the job are covered by this job description
Under direct supervision, provide administrative and routine support to fundraising programs and activities. Work with front-line fundraising staff, donors, volunteers, and other university staff to assist in establishing and maintaining relationships with all university constituencies.
Support Associate Dean and Advisory Council
Manage financial processes invoices, expense reports, credit card payments and usage, track budgets, and process reimbursements for department
Special events and projects coordination, manage registrations
Provide project and administrative support.
Assist in the design, publication and production of fundraising materials.
Build a network of relevant contacts, and stay informed on current university initiatives and activities.
Review and track funds and report on use of gifts, as assigned.
Assist in the planning and implementation of events and donor cultivation, as needed.
Retrieve information about prospects and donors, update records, and generate simple reports using the university external relations database.
Provide executive assistant support to the Associate Dean by drafting correspondence, briefings and internal communications; coordinate travel by the Associate Dean including travel arrangements, and financial expense reimbursement; draft briefings for donor visits for Associate Dean and other leaders of the GSB who may accompany the Associate Dean; schedule donor visits on campus and off for the Associate Dean; manage the Associate Dean's calendar and coordinate the calendar with other areas within External Relations and with the Dean's Office; assist the Associate Dean with the preparation of the annual budget review including coordinating the assembly of narrative, statistical and budgetary information from the Associate Dean's direct reports.
Record gift information, memoranda, correspondence, e-mails, contact entries associated with the Associate Dean's travel, the Associate Dean's portfolio of prospects, and daily schedule into the PostGrads data base on a timely basis. Produce financial reports and donor information from that data when requested. Maintain the files of the Associate Dean.
Serve as primary administrative liaison for the Dean's Advisory Council, a 65 member volunteer organization managed by the Associate Dean, including overseeing the preparation of materials for the semi-annual meetings; partnering in the production of the biographical booklets of members; communicating with members and their assistants between and in advance of meetings and assisting in meeting details and logistics; prepare and send meeting surveys and follow up materials as requested.
Provide specialized project and special events assistance including support of the Director of Special Events and Engagement as needed and as requested;
Participate where necessary and feasible in the onboarding of additional members of the External Relations team. Collaborate with members of the External Relations administrative associates team in overall office housekeeping and functioning.
Other duties in support of the Office of External Relations as requested.
Located between San Francisco and San Jose in the heart of Silicon Valley, Stanford University is recognized as one of the world's leading research and teaching institutions. Leland and Jane Stanford founded the University to "promote the public welfare by exercising an influence on behalf of humanity and civilization." Stanford opened its doors in 1891, and more than a century later, it remains d...edicated to finding solutions to the great challenges of the day and to preparing students for leadership in a complex world. The University's thriving diverse community is comprised of nearly 7000 undergraduate students, 9000 graduate students, 2000 faculty members, 1900 postdoctoral scholars, and over 11,000 academic and administrative staff in seven schools including several interdisciplinary research centers and institutes. The campus spreads over 8000 contiguous acres and nearly all undergraduates live on campus. Stanford offers bachelor's and master's degrees in addition to doctoral degrees (PhD, MD, DMA and JD) plus a number of professional and continuing education programs and certifications. More at http://facts.stanford.edu and http://www.stanford.edu.
Stanford University is an equal opportunity employer and is committed to increasing the diversity of its faculty. It welcomes nominations of and applications from women, members of minority groups, protected veterans and individuals with disabilities, as well as from others who would bring additional dimensions to the university’s research, teaching and clinical missions.