Administrative Services Administrator 1

In this role you will be required to: 

Executive administrative support to the Director of Public Safety.

• Proactively manage the Director’s schedule, arranging meetings and coordinating complex calendar(s) with limited or no consultation, recognizing and resolving calendaring conflicts.
• Serve as the Director's liaison to various internal and external constituencies, including screening correspondence and telephone calls; keep the Director informed of all matters requiring her attention. 
• Develop and distribute periodic department-wide communications designed to inform and update employees concerning initiatives impacting the department.  
• Oversee and/or manage multiple projects; anticipate and track critical dates, events and organizational issues for the Director; follow up with appropriate parties to ensure deadlines are met.
• Review documents and incoming correspondence, highlighting or otherwise noting information of particular interest to the Director. 
• Independently prioritize, plan, coordinate and/or oversee logistics for department events, meetings and conferences.  Locate vendors for services, oversee the production and distribution of necessary materials, and serving as liaison with internal and external vendors.
• Manage business travel for the Director in compliance with department, university, and other applicable policies.  Process reimbursements and other expense transactions are processed in a timely manner with proper documentation per university policy. 
• Manage the director’s filing systems and ensure all pertinent information and supporting materials are appropriately retained in a logical filing system.
• Compose correspondence; develop, review and edit presentations and documentation.

Administrative Support to Recruitment

Coordinate various aspects of the recruitment and hiring process in support of the employment specialist.

• Perform initial screening of incoming applicants for sworn and non-sworn positions.  Contact applicants regarding missing or incomplete submissions.  Collaborate with Employment Specialist to recommend/determine which candidates will move forward in the hiring process. 
• Maintain ongoing communication with candidates throughout the process to provide updates on next steps, and status of application.
• Provide setup and logistical support for candidate testing; coordinate scheduling and setup of candidate interviews; assemble oral board panel; prepare materials required for oral board panels.
• Research and develop questions for review and approval by Recruitment Specialist and/or command staff.  Coordinate promotional hiring processes and welcome ceremonies.
• Coordinate onboarding activities for new employees.
• Represent department at recruitment events.
• Maintain candidate status tracking information and process candidate status changes in Taleo or other hiring database.

Additional Duties

• Support the work of the university’s Clery Compliance Coordinator.
• Provide backup support to the front office.
• Respond to campus during a major emergency to assist the department with the management and mitigation of the emergency.
• Provide personnel and equipment logistics support or other public safety roles during large scale special events.
• Monitor a police radio during one’s assigned shift and be alert to incidents which would require the issuance of a “Timely Warning” or “Immediate Notification.” 

To be successful in this role, you will bring:

• Bachelor’s degree and three years of relevant experience, or a combination of education and relevant experience.
• Experience in coordinating projects of moderate size/complexity with limited performance risk.
• Prior experience in a law enforcement agency preferred. 
• Ability to prioritize work and to handle multiple tasks simultaneously. 
• Excellent organizational skills.
• Flexibility, ability to take initiative and ownership of projects.
• Ability to handle sensitive issues and maintain confidentiality.
• Ability to perform duties with a high level of professionalism, flexibility, discretion, judgment, diplomacy and tact.
• Excellent verbal and written communication skills, including editing and proofreading skills.  Ability to interact with a diverse group of people.
• High-level administrative experience which includes advanced computer skills and demonstrated experience with office software and email applications (i.e., Word, Excel, InDesign, Adobe) and the ability to adapt to new technologies and processes.
• Friendly, engaging and courteous demeanor; excellent customer service and interpersonal skills.
• Ability to work in fast-paced environment and complete work in a timely and accurate manner.
• Demonstrated success in following through and completing routine tasks; ability to manage a varied work volume.
• Ability to work independently as well as part of a team.
• Strong organizational skills and attention to detail.
• Desire to learn, accept and promote the Department’s Core Values.
• Familiarity with University policies and procedures, preferred.
• Possess and maintain a valid CA driver’s license.

Special Requirements

• Applicant must pass a complete background investigation including a polygraph examination, fingerprint check, and a search of local, state, and national files for criminal history.
• Must possess and maintain a valid California driver’s license.
• Must be available/reachable by phone during non-working hours.  Must be able and willing to respond to and work large-scale special events as well as unplanned critical incidents.

Selection Process (specific order of the process is subject to change)

• Application
• Personal History Questionnaire (PHQ)
• Interview with Department and University personnel
• Background, including polygraph
• Personal Interview with the Director of Public Safety

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 audit a course. 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