Job Details
Land, Buildings and Real Estate (LBRE) is seeking applicants for a full-time hybrid (2-3 days per week on-site) Administrative Associate to support our Department of Project Management (DPM), which is currently located on Stanford University’s main campus.
This person will serve as the primary support for the Executive Director of DPM and provide support to other Project Executives and DPM staff as well.
This position will report to the Executive Director of DPM and be responsible for the following:
- Coordinate the executive director and project executive’s activities, including management of complex calendars, travel arrangements and associated logistics. Independently committing the executive's time to those requesting access to them based on an in-depth understanding of the executive's priorities and needs and their role within the university framework.
- Coordinate and facilitate DPM's bi-weekly all-staff meeting (hybrid, ~40 attendees), including soliciting and setting the agenda in advance, distributing materials, and managing meeting flow (comments, speaker transitions) on behalf of the Executive Director.
- Coordinate scheduling and logistics for department training sessions led by subject matter experts and contractors; review and edit related presentations, documents, and materials as needed.
- Independently prioritize, plan, coordinate and/or oversee logistics for meetings and conferences with individuals and entities internal and external to the university, including executive and senior level staff, donors, and government officials.
- Oversee and/or manage multiple projects; anticipate and track critical dates, events, and organizational issues for the executive; follow up with appropriate parties to ensure deadlines are met.
- Assist Executive Director with tracking training and morale budgets for the department.
- Process invoices and expense reports as needed.
- Purchase card (P-card) and travel card (T-card) administrator for DPM staff and point of contact for reimbursements.
- Organize DPM team activities and morale events as requested and participate with other administrative staff for key LBRE department wide events
- Partner with other administrative assistants as part of LBRE’s support staff Center of Excellence to ensure knowledge redundancy of general office procedures.
- Other duties may also be assigned.
Preferred Qualifications or Requirements:
- High School diploma (bachelor’s degree highly desirable) with minimum of three years of relevant experience, or combination of education and relevant experience
- Ability to interface with a wide range of personnel and a high level of flexibility to oversee multiple office functions
- Independent judgement for problem solving and determining when and how to involve supervisory input
- Strong organizational skills with attention to detail
- Event planning experience (highly desirable)
- A strong can-do attitude, self-motivated, and customer service oriented
- Ability to prioritize and manage multiple tasks
- Excellent communication skills, both written and verbal
- Ability to use tact, diplomacy, and discretion when handling difficult personalities and unanticipated events.
- Proficient computer skills and demonstrated experience in Microsoft Office Suite, Word, SharePoint, Excel, Oracle Financials.
- Must be able to work in an open workspace environment that is subject to noise and high traffic.
- Stanford experience preferred
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 20-25 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 their 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.
Core Duties
- Act on behalf of the supervisor, department manager, or chair in regards to establishing priorities and identifying and resolving problems that are administrative in nature.
- 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 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) with limited 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.
- 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.
- Coordinate and monitor routine maintenance services completion. Plan and coordinate office moves and/or minor renovation projects.
- May lead staff or supervise day-to-day work of 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.
Minimum Education and Experience
High school diploma and four years of administrative experience, or combination of education and relevant experience.
Knowledge, Skills and Abilities:
- Advanced computer skills and demonstrated experience with office software and email applications.
- Demonstrated success in following through and completing projects.
- Excellent organizational skills and attention to detail.
- Excellent Strong 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.