Administrative Associate

🔍 Land, Buildings and Real Estate, Redwood City, California, United States

New

📁: Administration

📅   : 6 days ago Post Date

📅   : 105143 Requisition #

Welcome to Land, Buildings & Real Estate:

Land, Buildings & Real Estate (LBRE) is the operational core of Stanford University’s physical campus. LBRE constructs and maintains the Stanford campus, where advancements across the academic spectrum are made possible. Our work is founded upon the collective value of dedication, innovation, expertise, teamwork, and continuous improvement. We are committed to serving the university’s academic mission, as well as preserving and enhancing Stanford’s 8,180 acres, and pride ourselves on supporting the teaching and research of the university as “Caretakers of a LEGACY."

Job Purpose:

LBRE is seeking qualified applicants for the Administrative Associate position. This position will report to the Senior Executive Assistant and Manager of Central Support Services. This is a full-time continuing position. This position provides complex administrative and operational support to the Associate Vice President of Finance and Administration (AVP), with minimal supervision. In addition, this position will be responsible for the administrative support of the Stanford Redwood City (SRWC) Campus office including but not limited to mail distribution, office supplies, vehicle maintenance, managing events, and other duties as assigned.

Core Duties*:

Act on behalf of the supervisor or AVP to establish priorities and identify and resolve problems that are administrative in nature.
Oversee and/or perform duties associated with scheduling, organizing, and operating complex events, including planning with vendors for services, overseeing the production and distribution of materials, administering logistics, coordinating food, and managing events within budget.
Compose and draft documents and correspondence for presentations and reports. Create, maintain, modify, and/or ensure accuracy of content in various unit documents, displays, reports, brochures, social media, and/or websites.
Plan and schedule AVP calendar resolving calendaring conflicts and arranging travel and expenses in compliance with unit and university policies as needed.
Analyze and review material and extract pertinent information for briefing purposes.
Process contracts, invoices, payments and reimbursements, and track status of event account.
Design and/or maintain central databases and maintain reliable, effective filing systems
Analyze departmental administrative policies and procedures to ensure compliance.
Plan and coordinate office morale/social activities
Maintain adequate office and coffee supplies for kitchen and supply areas
Responsible for storing and organizing orders purchased for common areas, kitchen areas, supply areas and storage closet.
Purchase card (P-card) administrator for the department.
Distribute mail to all LBRE departments at SRWC.
Serve as LBRE’s general information point of contact for all inquiries. Respond to emails sent to the general LBRE email account and forward them to the appropriate department.
Work with the fleet garage for the LBRE service vehicle to ensure compliance with university policy, maintaining regular service maintenance and cleaning, ensuring gas tank is full, and keeping track of service documentation. Administer service vehicle policy and procedures to new employees.
Point of contact for providing access to Academy Hall and other SRWC buildings. Handle all LBRE requests for ID card access and manage all physical key requests as needed.
Point person for questions/issues with the Pitney Bowes stamp machine and paying monthly bills. Partner with other administrative assistants to ensure knowledge redundancy of general office procedures and provide comprehensive clerical support as needed to other departments.
LBRE Safety Coordinator for Academy Hall. Liaison with SRWC Operations Safety Manager for all emergency planning and drills

*Other duties may also be assigned

Education & Experience:

High school diploma and six years of administrative experience, or combination of education and relevant experience

Knowledge, Skills and Abilities:

Knowledge of university systems preferred
Punctual and proactive work ethic
Proficiency in Microsoft Office (i.e., Word, Excel, Power Point) and Google (Drive, Sheets, Docs) required
Excellent organizational skills and attention to detail
Advanced computer skills and demonstrated experience with office software and email applications (Outlook).
Proven success in following through and completing projects.
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.
Demonstrated ability to clearly communicate in a tactful, effective and discrete manner (verbally and in writing) on broad and complex issues.
Ability to establish strong working relationships with a diverse client group, including various levels of management
Ability to set and manage priorities in a fast-paced environment
Ability to meet critical deadlines
Self-motivator
Ability to work as a team member

Certifications and Licenses:

CA Driver’s License

Physical Requirements*:

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 20 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.

Working Conditions:

May need to work overtime to accommodate operational needs.

Work Standards:

Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clients and with external organizations.
Promote Culture of Safety: Demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned.
Subject to and expected to comply with all applicable University policies and procedures, including but not limited to the personnel policies and other policies found in the University’s Administrative Guide, http://adminguide.stanford.edu.

The expected pay range for this position is $44.84 to $50.43 per hour.
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.

At Stanford University, base pay represents only one aspect of the comprehensive rewards package. The Cardinal at Work website (https://cardinalatwork.stanford.edu/benefits-rewards) provides detailed information on Stanford’s extensive range of benefits and rewards offered to employees. Specifics about the rewards package for this position may be discussed during the hiring process.

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 accommodations to applicants and employees with disabilities. Applicants requiring a reasonable accommodation for any part of the application or hiring process should contact Stanford University Human Resources by submitting a contact form.

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.

Additional Information