Operations and Services Assistant

🔍 School of Engineering, Stanford, California, United States

📁: Administration

📅   : May 30, 2024 Post Date

📅   : 103443 Requisition #

The School of Engineering
Stanford Engineering has been at the forefront of innovation for nearly a century, creating pivotal technologies that have transformed the worlds of information technology, communications, health care, energy, business and beyond. Our faculty and students are creative risk-takers who pursue excellence across a breadth of disciplines. Our alumni include some of the world's most successful leaders in technology and business. Our staff are critical to enabling Stanford Engineering to accomplish its mission: seeking solutions to some of the world's most urgent challenges and educating leaders who will make the world a better place through the power of engineering principles, techniques and systems.

Stanford’s Science and Engineering Quad (SEQ) unites many disciplines — Earth, Energy, and Environmental Sciences, Engineering, Humanities & Sciences, Law, Medicine, and the Dean of Research — in close physical proximity to encourage the collaboration and tangential thinking necessary to produce world-changing innovation. The SEQ is seeking an Operations and Services Assistant to provide customer service as the face of the SEQ and SoE Facilities team. They will support teaching, research, and the business of the SEQ by maintaining the critical meeting spaces and its AV equipment. This is an on-the-ground position that interacts daily with a wide variety of Stanford faculty, staff, and students. Our Facilities team is renowned for its customer service focus, dedicated to providing swift responses and seamless experiences for all SEQ occupants and visitors. Here, you won't be confined to a desk – instead, you'll enjoy a dynamic work environment where no two days are the same, with opportunities for independent work balanced with collaborative teamwork. Are you passionate about delivering top-notch service and ensuring the satisfaction of both occupants and visitors? If so, you'll thrive in our Facilities team!

In this role, you will:

Respond to facility-related inquiries and determine and take appropriate action as required. Includes lockouts, moving furniture, loading dock access for deliveries, direct visitors, call in urgent work orders. Serve as a resource regarding a defined set of policies and procedures. Walk buildings looking out for maintenance issues and damage to the facilities. Including trip hazards, water slip hazards.
Distribution of mail in three SEQ buildings. Daily mail, alert occupants of packages- keep an eye out for time and temperature sensitive materials. Contact departments for overflow mail not picked up. Return old mail. Forward misdelivered mail.
Maintain AV, furniture, markers, erasers, cords in all SEQ conference rooms. Test all AV for functionality and create workarounds before reporting for repair. Point of contact for scheduled repairs. Label furniture and reorganize furniture. Move out damaged furniture and either reach out for repair or replace it with back up furniture. Additional conference rooms in Durand, ME, Gates assigned for troubleshooting. May add rooms in other buildings.
Train users in videoconference AV, set up for special meetings or events, be on-hand during important events for AV assistance.
Understand duties associated with scheduling, organizing, and operating conferences, seminars, and events, including directing lost vendors, overseeing the appropriate signage for wayfinding, coordinating logistics if necessary, and serving as liaison with internal and external vendors, removing event materials if necessary.
Draft and/or generate routine communications; coordinate production (formatting, copying, etc.) and dissemination of documents, such as building notices, preventative maintenance announcements, conference and seminar signage, complex reports, tracking spreadsheets, AV instructions.
Plan and schedule calendar(s) in 25Live based on availability, resolve urgent calendaring conflicts.
Process and monitor routine financial transactions, which may include researching and resolving discrepancies.
Maintain office and kitchen supplies and equipment; obtain vendor quotations and order, as needed.
May serve as the point of contact for AV contractors, general maintenance, health and safety, and other facility concerns within the unit(s); report any incidents or potential safety problems to appropriate representatives.
Maintain furniture in community spaces like lounges and exterior spaces by cafes. Furniture moved without permission often. Report mess or remove event materials left behind.
Other duties as assigned.

Education & Experience (Required):

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

Knowledge, Skills, & 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.

Education & Experience (Desired):

Customer service experience, or combination of education and relevant experience.
Audio Visual equipment troubleshooting or repair experience.

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 30 pounds.
Significant amount of time on feet walking and/or climbing stairs.
Twist/bend/stoop/squat, kneel/crawl.

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.

Pay Range:
The expected pay range for this position is $27.40 to $37.02 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.

How to Apply:
We invite you to apply for this position by clicking on the “Apply for Job” button. To be considered, please submit a cover letter and résumé along with your online application. The cover letter should briefly describe why you believe you are a good fit for this position.

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 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 at stanfordelr@stanford.edu. For all other inquiries, please submit 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