Office Administrator

May 09, 2017
Institution Type
Four-Year Institution

Stanford University

Office Administrator

Job Number:

Office Administrator Note: Not all unique aspects of the job are covered by this job description.

Stanford University, located between San Francisco and San Jose in the heart of California's Silicon Valley, is one of the world's leading teaching and research universities. Since opening in 1891, Stanford has been dedicated to finding solutions to big challenges and preparing students for leadership in a complex world.

Supporting that mission is a staff of more than 10,000, which is rooted in a culture of excellence and values innovation, collaboration, and life-long learning. To foster the talents and aspirations of our staff, Stanford offers career development programs, competitive pay that reflects market trends and benefits that increase financial stability and promote healthy, fulfilling lives. An award-winning employer, Stanford offers an exceptional setting for professionals looking to advance their careers.

Strong Strategic Partner The Office of the President and Provost seeks an experienced and goal-oriented Office Administrator to manage the office's administrative functions. Reporting to and working closely with the Business Operations Manager, this position will provide strategic and day-to-day management of shared services, IT and collaborate with staff across various units reporting to the PPO. This is an ideal job for someone who thrives within a highly collaborative environment.

The Office Administrator is responsible for fostering communication, building relations, developing a team, improving customer service, producing compliant and accurate work, and simplifying the flow of work within the office of the President and Provost.

JOB PURPOSE: Provide management and coordination of administrative and operations-related functions for an organization or program. Manage staff at least 50% of the time to achieve goals and objectives.


  • Manage staff in the day-to-day operations for functional area(s) of responsibility. Hire and retain staff. Oversee development and mentoring of employees including performance management. Provide coaching to ensure development of skills and competencies. Build and maintain trust and respect. Will be accountable for staff performance and ensuring that work is completed within schedule and constraints.
  • Evaluate and develop business plans and processes for operational and/or financial effectiveness. Analyze and resolve complex issues and provide alternative solutions as necessary. Will place an emphasis on documenting and systematizing processes and procedures. Will design and produce performance metrics related to business operations. Will serve as a key strategic partner and sounding board for the PPO Business Operations Manager and influence leadership on specific recommendations for current operations and future development.
  • Analyze needs and make recommendations to leadership for changes in staffing, facilities, health and safety compliance, finance, technology and/or administrative functions.
  • Interpret, implement and ensure compliance with university administrative and financial policies and procedures. If needed, recommend new internal policies, guidelines and procedures.
  • Manage the finances for area(s) of responsibility which includes developing, monitoring, analyzing, forecasting and reporting on the annual budget and the organization's short- and long-term strategic financial models.
  • Represent the department or program's business operations and administrative affairs within the organization and/or outside constituencies.
  • Orient new staff; build a team; delegate tasks and projects; monitor the timely and accurate completion of work; mentor and manage staff; conduct performance appraisals.
  • Identify staff training needs; refer staff to training; work with the Operations Manager and other resource providers to develop training tools and programs; ensure the continuous improvement and development of team members in customer service, finance and general administration.
  • Solve complex problems; escalate issues to senior management when necessary; follow up with a resolution.

*Other duties may be assigned. Qualifications Education & Experience (Required): Bachelor's degree and three years of relevant experience in administrative and financial management, or combination of education and relevant experience.

Visa sponsorship is not available for this position. All candidates must be eligible to work in the U.S.

Knowledge, Skills and Abilities (Required):
  • Excellent planning and organizational skills.
  • Experience hiring, supervising, managing, and motivating staff; ability to effectively delegate and prioritize work and balance workload assignments; ability to manage the completion of a high volume of work, some of which is cyclical.
  • Demonstrated supervisory skills including conflict resolution.
  • Excellent command of written and spoken English; excellent communication skills; strong interpersonal skill including tact, diplomacy, and flexibility.
  • Available to work periodically after normal business hours, when such flex hours are necessary.
  • Ability to independently interpret complex policies; direct-experience enforcing policies throughout a diverse organization.
  • Demonstrated success in performing meticulous, high-quality, and compliant work.
  • Ability to independently meet deadlines; experience holding a position in which being a self-starter was essential; strong organizational skills.
  • Demonstrated financial management knowledge.
  • Demonstrated attention to detail and the accuracy, timeliness, reliability, and usefulness of financial information.
  • Excellent ability to convey financial information succinctly in narrative, tabular, and graphical form.
  • Solid analytical and problem solving skills.
  • Strong expertise in business and management computer applications and databases, particularly Excel.
  • Subject matter expertise for area(s) of responsibility.
Certificates and Licenses Required: None PHYSICAL REQUIREMENTS
  • Constantly perform desk-based computer tasks.
  • Frequently sitting.
  • Occasionally stand/walk, reach/work above shoulders, use a telephone, writing by hand, lift/carry/push/pull objects that weigh up to 10 pounds.
  • Rarely twist/bend/stoop/squat, sort/file paperwork or parts, lift/carry/push/pull objects that weigh 11-20 pounds.
  • Occasionally work evenings and weekends.
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,

Stanford University provides equal employment opportunity for all applicants regardless of race, religious creed, sex, age, sexual orientation, veteran status, or any other trait or status protected by applicable law.

Job: Administration

Location: Office of the Provost
Schedule: Full-time
Classification Level:

To be considered for this position please visit our web site and apply on line at the following link:

Stanford is an equal opportunity employer and all qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.


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