Assistant Director, Administration and Operations

🔍 Vice Provost for Student Affairs, Stanford, California, United States

📁: Administration

📅   : Nov 12, 2024 Post Date

📅   : 105174 Requisition #

JOB PURPOSE:

Plan, implement, manage, and administer the full life cycle of key operational processes within Residential Education. Serve as departmental subject matter expert for campus policies and processes that impact: housing assignments, theme house administration, housing/facilities, constituent operations (building access, meals, parking), office management, capital equipment property administration and technology resource management.

CORE DUTIES*:

Independently implement, administer and evaluate day-to-day activities of the unit, function or program by identifying and executing tasks and objectives, making recommendations that impact policies and programs, and assigning resources to achieve the goals of the program.
- Lead housing assignments for approximately 3,300 undergraduates annually, including theme house pre-assignments, first year student assignments, exemptions, and configuration assignments.
- Oversee operations and resource management for ResEd, covering building access, parking, meal coordination, office space, capital equipment, and tech resources.
- Manage a custom SAAS application to support pre-assignments and first year student housing processes.
- Maintain and oversee large databases with student, resident fellow, and staff data
Collect and analyze data, create reports, review and explain trends; formulate and evaluate alternative solutions and/or recommendations to achieve the goals of the program or function.
- Collect and analyze data to identify trends in student housing choices and assess the impact of changes in applications, policies, and procedures on housing assignments. Based on findings, develop recommendations to support or modify the goals of housing assignments and department operations, which may include adjustments to existing policies and procedures.
Analyze and interpret policies; develop, revise and implement procedures for program or function.
- Analyze and interpret policies to ensure accurate and consistent housing assignments, and strategize solutions for complex issues involving housing, disability, and civil rights laws. Conduct regular audits of data related to building access, office space, and resource inventories to maintain compliance and appropriate access levels. As the Department Property Administrator, manage property records and provide guidance on asset management, including acquisition, transfers, custody, maintenance, inventory, and disposal.
Represent the program or function as the key contact and subject matter expert within the department, unit or school. Commit resources and provide information and/or training. May also represent the program or function to external/internal stakeholders and constituencies.
- Act as the primary liaison between ResEd and R&DE Housing and Dining, Stanford Transportation, and the PMO on housing assignments, building access, dining, parking, and property-related matters. Collaborate with campus partners, including R&DE, Transportation, OAE, and VPUE First Year Programs, to address sensitive and urgent housing issues while fostering positive relationships.
Organize and/or participate in outreach activities that may include developing communications and training, planning/promoting events and/or conferences.
- Serve as the primary contact for all housing assignment communications, including drafting messages and updating the website and application system. Provide responsive customer service to address individual and complex housing issues, ensuring fairness in the assignment process. Develop and deliver training sessions to educate professional staff, resident fellows, and students on housing assignment procedures.
May direct staff to perform various tasks and assignments. May also supervise staff.
- Provide indirect coaching and guidance to the Community Coordinator team to ensure accurate and timely completion of assignments. Oversee the Program Coordinator's work in managing office space, capital equipment, and tech resources.

* Other duties may also be assigned

MINIMUM REQUIREMENTS:

Education & Experience:
Bachelor’s degree and three years of relevant experience, or combination of education and relevant experience.

Knowledge, Skills and Abilities:

Demonstrated ability to prioritize own work and multi-task.
Demonstrated excellent organizational skills.
Demonstrated ability to take initiative and ownership of projects.
Ability to communicate effectively both orally and in writing.
Ability to routinely and independently exercise sound judgment in making decisions.
Demonstrated experience working independently and as part of a team.
Relevant subject matter knowledge.
Ability to direct the work of others, for jobs requiring supervision.

Certifications and Licenses: None

PHYSICAL REQUIREMENTS*:

Constantly perform desk-based computer tasks.
Frequently stand/walk, sitting, grasp lightly/fine manipulation.
Occasionally use a telephone.
Rarely lift/carry/push/pull objects that weigh 11-20 pounds.

* - 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.

WORKING CONDITIONS:

Hybrid with 3 days onsite
Able to work on evenings and weekends, as needed

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 $99,015 - $108,220 per annum.

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.

HOW TO APPLY:

We invite you to apply by clicking on the “Apply for Job” button. To be considered, please submit your résumé and a one-page cover letter along with your online application.

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.

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