Operations Lead (Hybrid Opportunity)

🔍 School of Medicine, Stanford, California, United States

New

📁: Administration

📅   : 1 day ago Post Date

📅   : 106934 Requisition #

ABOUT THE DIVISION FOR RESEARCH AND EDUCATION IN ACADEMIC MEDICINE (DREAM)

The Stanford Division for Research and Education in Academic Medicine (DREAM) is a dynamic and growing division within the Department of Medicine and Stanford University’s School of Medicine. DREAM consists of six department programs and centers dedicated to advancing research and education and an annual consolidated budget of $16M:

WHAT YOU’LL DO

DREAM is seeking to fill the role of Operations Lead (Administrative Associate 4) who will support the design and execution of people, operational, and administrative practices to help the division grow and thrive. Reporting to the Administrative Division Director (ADD), you will support people functions (human resources and postdoc administration), partner on facilities management, manage pre-award functions, and oversee special projects. You will play a critical role being both the face of DREAM and representing the ADD. You will manage resources, processes, and priorities across 3 major portfolios:

People Operations:

Support hiring managers to attract, recruit and onboard new team members. This includes developing and executing on recruitment and outreach plans, advertising the position through traditional channels, and providing input into the strengths of candidate pools.
Lead the administration of hiring processes, including scheduling screening interviews and competency assessments, interfacing with University HR on job classifications and compensation approvals, reference checking, etc.
Support the documentation for academic and non-academic staff appointments/reappointments and student/postdoctoral appointments, including visa processing.
Assist in onboarding and offboarding employees.
Support the ADD in strengthening team culture & employee engagement and professional development.
Interpret and train division and center staff on key HR policies and other administrative tasks.
Interpret, adapt, and provide advice on people policies, processes, procedures, and issues. Resolve issues as appropriate and make recommendations to the director to resolve more complex issues (e.g., compensation, vacation, sick leave, miscellaneous authorized absences, etc.).

Finance Operations:

Process and verify financial transactions in adherence to university and department policies and guidelines.
Develop and facilitate onboarding/training for team members on submitting transactions for reimbursement and other finance processes.
Manage pre-award functions: assist with PI proposal submissions and creation of preliminary project budgets.

General Administrative Operations:

Coordinate meetings and events related to people and general administration including the organization, scheduling, budgeting, and implementation.
Oversee the annual space certification process and optimize workspace allocation and utilization, providing input into space renewal model as needed.

The ideal candidate will have a passion for making the operational and administrative functions run smoothly and transparently and be comfortable dealing with ambiguity under limited supervision. You should have strong written and verbal communication skills and practice discretion when dealing with sensitive information. Ideally, you will have experience drafting and editing high-level written communications/presentations.

Are you personable, proactive, love tackling multiple projects and exude a high-level of customer service, productivity, accuracy, organization, and independence? Then this may be the place for you! Bring your talent and skill to help support our mission to advance innovation and human health.

Duties include:

Act on behalf of the supervisor, department manager, or chair in regard to establishing priorities and identifying and resolving problems that are administrative in nature.
Research and/or write background information for meetings. Participate in meetings on supervisor’s behalf, inform after the fact.
Oversee and/or perform duties associated with scheduling, organizing, and operating complex conferences, seminars, and events, including arranging with vendors for services, overseeing the production and distribution of materials, administering logistics, and managing event within budget.
Compose and draft documents and correspondence for presentations, course handouts, grants, conferences, seminars, and reports; perform substantial research editing and fact checking. Create, maintain, modify, and/or ensure accuracy of content in various unit documents, displays, reports, brochures, social media, and/or websites.
Plan and schedule calendar(s) without prior consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
Create complex reports and spreadsheets which may utilize specialized software and systems. Make recommendations based on reports.
Oversee and/or process a variety of complex financial transactions; produce, monitor, and reconcile budget statements; research, identify, and resolve discrepancies. May assist with capital or special equipment requests and/or vendor selection.
Positions at this level also include one or more of the following duties: In conjunction with financial lead and/or principal investigator, assist with sponsored project research proposal submissions and post award administration. Responsible for leading the administrative functions of a program or unit. Perform human resources transactional support and/or faculty affairs support; coordinate or manage the visa process. Serve as building coordinator. Oversee or supervise day-to-day work of other administrative or support staff, student and/or temporary workers, including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, reviewing work for quality and timeliness, and providing performance review input.

This is a hybrid eligible position.

DESIRED QUALIFICATIONS:

Bachelor’s degree or higher.
Proficiency with Stanford systems such as Oracle, Taleo, SeRA, etc. Research administration experience is a plus.
Knowledge and/or experience with Stanford staff roles and HR policies.
High proficiency with common online platforms, such as Box and Google Drive.

EDUCATION & EXPERIENCE (REQUIRED):

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

KNOWLEDGE, SKILLS AND ABILITIES (REQUIRED):

Advanced computer skills and demonstrated experience with office software and email applications.
Proven success in following through and completing projects.
Excellent organizational skills and attention to detail.
Excellent verbal and written communication skills.
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.

CERTIFICATIONS & LICENSES:

None

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 10 pounds.
Rarely twist/bend/stoop/squat, kneel/crawl.

WORKING 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 $45.23 to $51.03 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 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.

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.

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.

Additional Information