Administrative Services Specialist, Advancement Marketing - Stanford Law School

Administrative Services Specialist, Advancement Marketing 

Stanford, CA, United States (Hybrid)

Job Description

The Administrative Support Team at Stanford Law School is looking for a full-time Administrative Specialist to join our vibrant administrative, academic, and legal services team. As the leading organizational unit, we work collaboratively with many departments within the Law School and externally to achieve a broad range of programmatic and academic goals. This diverse team has extensive skills, experience, and knowledge essential for providing comprehensive support options.

This position offers operational and administrative support to the External Relations Advancement Marketing team. The team is responsible for planning and executing a broad range of development communications, events, and stewardship activities designed to strengthen ties between the school and its donors and alumni, and to encourage philanthropic engagement. The primary responsibility will be supporting Stanford Law School’s commitment to the outstanding cultivation and stewardship of its donors, and providing administrative support to our fundraising programs and activities. This role reports to the Assistant Director of Administrative Learning and Development, Department Services, with dotted-line reporting to the Director of Advancement Marketing.

Core Duties:

• Act on behalf of the supervisor, department manager, or chair regarding establishing priorities and identifying and resolving problems that are

  administrative in nature.

• Oversee and/or perform duties associated with scheduling, organizing, and operating complex conferences, seminars, and events, including arranging with vendors for services, overseeing the production and distribution of materials, administering logistics, and managing events within budget. This includes planning, implementation, and staffing of donor cultivation and other special events as needed.

• Compose and draft documents and correspondence for presentations, conferences, seminars, and reports, including producing meeting agendas, updating and maintaining accurate project and donor records; helping to prepare and disseminate reports and donor lists, and general data entry. 

• Assist in the design, publication, and production of marketing/fundraising materials. 

• Responsible for the gift acknowledgment process, including identifying gifts that qualify for acknowledgment. Ensure the process is completed in a timely manner; develop solutions to avoid potential delays. May write original copy of acknowledgments on behalf of university leaders (e.g., the president, board chair, dean).

• Build a network of relevant contacts, and stay informed on current university initiatives and activities. 

• Respond to inquiries from constituents and determine and take appropriate action as required.

• Create, maintain, modify, and/or ensure accuracy of content in various unit documents, displays, reports, brochures, social media, and/or websites.

• Plan and schedule calendars with limited consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.

• Create complex reports and spreadsheets that may utilize specialized software and systems, including retrieving information about prospects and donors, updating records, and generating reports using the university’s external relations database.

• Oversee and/or process a variety of complex financial transactions; produce, monitor, and reconcile budget statements; research, identify, and resolve discrepancies. Review and track funds, report on the use of gifts, and conduct research as assigned.

Other duties may also be assigned.

Preferred Education and Experience (see minimum requirements below)

Bachelor’s degree is preferred.

Knowledge, Skills, and Abilities:

• Knowledge of database systems, such as Microsoft Access, Oracle Business Intelligence, Blackbaud, or Salesforce, is preferred.
• Ability to interact with a wide range of people.

• Ability to adapt to changing priorities, deadlines, and customer needs.

Physical Requirements

• Frequently perform desk-based computer tasks, sit, stand/walk, and use a telephone.
• Occasionally light/fine grasping; lift/carry/push/pull objects up to 10 pounds; writing by hand.

• Ability to obtain and maintain a California Non-commercial Class license.

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.

Working Conditions

May require working flexible hours, including nights and weekends.

Work Standards

When conducting university business, one must comply with the California Vehicle Code and Stanford University driving requirements. Demonstrates the ability to work well with Stanford colleagues, clients, and external organizations. Promotes a Culture of Safety: demonstrates personal responsibility, communicates safety concerns, and uses/promotes safe behaviors. Subject to all applicable University policies and procedures, including those in the University’s Administrative Guide (adminguide.stanford.edu).

Core Duties:

• Act on behalf of the supervisor, department manager, or chair in regards to establishing priorities and identifying and resolving problems that are administrative in nature.

• Oversee and/or perform duties associated with scheduling, organizing, and operating complex conferences, seminars, and events, including arranging with vendors for services, overseeing the production and distribution of materials, administering logistics, and managing event within budget.

• Compose and draft documents and correspondence for presentations, course handouts, grants, conferences, seminars, and reports. Perform substantial editing and fact checking. Create, maintain, modify, and/or ensure accuracy of content in various unit documents, displays, reports, brochures, social media, and/or websites.

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

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

• Oversee and/or process a variety of complex financial transactions; produce, monitor, and reconcile budget statements; research, identify, and resolve discrepancies. May assist with capital or special equipment requests and/or vendor selection.

• Coordinate and monitor routine maintenance services completion. Plan and coordinate office moves and/or minor renovation projects.

• May lead staff or supervise day-to-day work of student and/or temporary workers, including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, reviewing work for quality and timeliness, and providing performance review input.

Minimum Education and Experience

High school diploma and four 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.

• Demonstrated success in following through and completing projects.

• Excellent organizational skills and attention to detail.

• Excellent Strong verbal and written communication skills.

• Excellent customer service and interpersonal skills.

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

• Ability to take initiative and ownership of projects.

• Ability to routinely and independently exercise sound judgment in making decisions.