"Office Manager & Executive Assistant"

JOB PURPOSE

Learning Technologies & Spaces (LTS) is seeking an Office Manager & Executive Assistant (OM/EA) to support the Associate Vice Provost (AVP), Assistant Vice Provost, and Director of Finance and Administration (DFA) while ensuring smooth coordination of office operations, events, finance, and facilities. Reporting to the AVP with a dotted-line report to the DFA, the OM/EA will anticipate the needs of and respond to ad hoc requests from LTS leadership. The OM/EA provides executive level administrative support; reviews student employee timecard entries; verifies financial transactions as backup to the Finance Analyst; coordinates LTS event logistics; manages office and kitchen supply ordering; assists with building card access; and serves as the on-site contact for facilities work orders including ticket tracking and coordination with trades. The OM/EA plans and executes the twice-annual Anchor Week on-site event and composes and publishes the quarterly LTS newsletter. This role includes regular 1:1 meetings with the AVP, Assistant Vice Provost, DFA, and Finance Analyst for alignment, as well as ongoing training to maintain proficiency in systems and readiness to serve as an on-site emergency coordinator, if needed. Success in this role requires exceptional organization, discretion, clear communication, resourcefulness, and initiative. Familiarity with Oracle Financials, Microsoft Office Suite, Google Suite is required; Canva, Trello, Slack and Asana are preferred. This is an on-site position.

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.
• 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 events within budget.
• 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.
• Coordinate complex office moves. Plan and coordinate routine remodeling and renovations.
• Analyze and review material and extract pertinent information for briefing purposes.
• 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, timeliness, and providing performance review input.

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.

MINIMUM REQUIREMENTS

Education & Experience

High school diploma and six 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.
• 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 and 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.

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.

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 $45.23-$49.38 per hour.

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.