Administrative Associate II

🔍 Land, Buildings and Real Estate, Stanford, California, United States

📁: Administration

📅   : Oct 31, 2024 Post Date

📅   : 105084 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."

Department Introduction:

The Energy Operations Administrative Associate supports the administrative needs of the Energy Operations (EO) organization at Stanford University. These tasks include coordinating with counterparts to ensure Energy Operations’ administrative needs are met. In addition to core administrative functions such as calendar scheduling, organizational planning, time & leave administration, and procurement support, this position will provide support for Central Energy Facility (CEF) tour docent program. The position also provides document control support for ongoing operations and project execution. Reviews approved processes and procedures to track whether staff are completing work consistently and on schedule. Reports to the Senior Director of Energy Operations at Stanford University.

Job Purpose:

40% - Provide core administrative support functions including, but not limited to, calendar scheduling and planning for the Energy Operations organization and select managers, time and leave administration, employee labor tracking for main campus and Redwood City Campus, procurement activities such as purchase requisition and purchase order creation and tracking, and new hire onboarding support and tracking.

30% - Work with Associate Directors to provide administrative support for the CEF employee training program to ensure the training needs of each department are met and accurately tracked. Work with EO’s Associate Director of Safety, Land, Buildings and Real Estate Safety Office and Stanford University Environmental, Health & Safety as needed to ensure EO training compliance requirements are met and carefully tracked.

20% - Provide document control support to EO for ongoing needs and project support. Ensure documents are well organized, updated, and file revision tracking is maintained. Coordinate with Associate Directors to ensure unique department needs are met, but all files are saved in a common and known location to provide consistent file access to all employees. Collaborate with internal and external groups to ensure documentation is accessible on internal website.

10% - Administrative support for the CEF Tour Docent Program including planning, scheduling and tracking tour docent qualifications, tour scheduling support and docent assignment, and providing logistical support for campus visitors. Coordinate with Associate Directors to recruit docents and update tour docent training program as needed.

Core Duties*:

Respond to inquiries; determine and take appropriate action as required. Serve as a resource regarding a defined set of policies and procedures.
Plan and schedule calendar(s) based on consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
Draft and/or generate routine communications; coordinate production (formatting, copying, etc.) and dissemination of documents, such as presentations, course handouts, grant proposals, conference and seminar materials, complex reports, brochures, and displays.
Process and monitor routine financial transactions, which may include researching and resolving discrepancies.
May serve as the point of contact for general maintenance, health and safety, and other facility concerns within the unit(s); report any incidents or potential safety problems to appropriate representatives. Track completion of required training.
Maintain approved content on websites.
May perform human resources transactional support, e.g. timecards, I9s, and/or faculty affairs support.
May guide and train student and/or contingent workers including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, and reviewing work for quality and timeliness.
Support other administrative duties as needed, which includes backing up other Administrative Associates during absences.

*Other duties may also be assigned

Knowledge, Skills and Abilities:
Required

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 attention to detail.
Strong verbal and written communication skills.
Excellent customer service and interpersonal skills.
Ability to prioritize and multi-task.

Preferred

Proficient with business software applications such as Microsoft Office, Aveva PI and eDNA.
Experience in document control, technical writing, or related work.
Experience with computer maintenance management software (CMMS), such as Maximo.
Administration experience in renewables, power generation, district energy, or related field.
Awareness of environmental and safety rules, regulations, and policies associated with power generation or other industrial facilities.

Certifications and Licenses:

None

Physical Requirements*:

Continuously 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 10 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.

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 $31.79 to $37.96 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