Administrative Services Manager

Location
Stanford
Posted
Jul 19, 2017
Institution Type
Four-Year Institution


Stanford University

Administrative Services Manager

Job Number:
75575

ABOUT STANFORD UNIVERSITY AND RESIDENTIAL & DINING ENTERPRISES:

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 its opening in 1891, Stanford has been dedicated to finding solutions to big challenges and to preparing students for leadership in a complex world.

Residential & Dining Enterprises (R&DE), the largest auxiliary organization at Stanford University, supports the academic mission of the University by providing the highest quality services to students and other members of the university community in a sustainable and fiscally responsible manner. R&DE comprises 11000+ staff in the following divisions: Office of the Senior Associate Vice Provost (SAVP Office), Student Housing Operations, Stanford Dining, Stanford Hospitality & Auxiliaries, Stanford Conferences, and a team of four R&DE strategic business partners: Finance & Administration including Information Technology, Human Resources, Strategic Communications, and Maintenance Operations & Capital Planning. R&DE houses 13,000+ students and their dependents while serving over 6.5 million meals annually to students, conference, catering, retail, and concession guests.

PURPOSE: The Administrative Services Manager, reporting to the Director of Administrative Programs, will provide advanced, diversified executive and project management support of a substantial and confidential nature to the Senior Associate Vice Provost (SAVP) for R&DE, a member of the University Cabinet. The SAVP is the steward for a $2B asset portfolio and $272M annual operating budget, and who leads strategic operations for R&DE Student Housing Operations, Stanford Dining, Stanford Hospitality & Auxiliaries, and Stanford Conferences. Responsibilities include preparation of various business reports, project and events management, program development, supervision of the Senior Administrative Associate, and customer relations.

S/he is responsible for making sound business decisions while enforcing policy, monitoring quality control, and upholding customer service standards across R&DE as an ambassador of the office of the SAVP. This position requires an individual who has the following skills: project management experience, exemplary organizational skills; self-motivation; excellent communication skills; resourcefulness; flexibility resilience; excellent interpersonal and customer relations skills, and the ability to work successfully across a broad spectrum of students, faculty, and staff.

CORE DUTIES:

  • Executive Support: Anticipate the SAVP's needs and proactively solve problems and independently handle issues. Independently research and analyze associated issues and compile materials needed for presentation and decision making purposes. Perform work autonomously and with delegated authority, exercise discretion and judgment regarding matters of significance on behalf of the SAVP. Development/analysis of collateral/supporting documents for SAVP sessions.
  • Project Management: Oversee and manage multiple projects; anticipate and track critical dates, events and organizations issues for the executive; follow up with appropriate parties to ensure deadlines are met.
  • Information Management: Supports and helps develop methods to ensure that information from the Office of the Senior Associate Vice Provost for R&DE is accurate, and consistently supports the mission and vision of R&DE across the business units and other campus entities.
  • Administrative Analysis: Review and continually improve SAVP office administrative systems and processes. Evaluate administrative programs, policies and procedures. Identify issues, and develop alternative solutions which include changes to programs, policies and procedures. Review and analyze trends to advise and develop recommendations to achieve or modify the goals of administrative programs. Analyze work systems and processes and develop business processes and systems for effective follow-up within and between the Senior Associate Vice Provost and R&DE executive directors, senior managers, other key staff, and the larger campus community. Recommends and assists in implementing “best practices” for office work and work flow, including technology needs.
  • Writing and Editing: Compose professional-level diversified communiques on behalf of the SAVP to the R&DE Cabinet (10 executive directors), department-wide managers (130 managers), all R&DE staff (1100+ employees), university campus partners, and senior leaders across campus. Communiques include but are not limited to executive summaries, white papers, memorandums, program and event coordination, R&DE and university policy/compliance guidelines, staff and team recognition, personal greetings and other notes, and correspondence to senior university leaders, faculty, staff, students, parents, academic and industry colleagues.
  • Presentation Development: Assist the SAVP with the development of presentations to the Board of Trustees, University Cabinet, University Budget Office, Undergraduate and Graduate Residential Cabinet, Menus of Change University Research Collaborative, R&DE Senior Staff Meetings, R&DE department-wide events and meetings, and other university committees as needed.
  • Event Planning: Function as a critical member of the planning committees for major R&DE events including All Hands, Cabinet Retreats, Employee Recognition Events, Awards Luncheons, Department-wide Managers Meetings, and new employee onboarding sessions.
  • Intra-departmental Administrative Coordination: Coordinate the collaborative, communicative, and administrative efforts between the SAVP Office and the (1) R&DE Operating Divisions including Student Housing Operations, Stanford Dining, Stanford Hospitality & Auxiliaries, and Stanford Conferences, and the (2) R&DE strategic partner divisions including Finance & Administration, Maintenance Operations and Capital Project Management, Information Technology, Strategic Communications, Business Analytics and Solutions, and Human Resources
  • Inter-departmental Administrative Coordination: Facilitate the administrative efforts between the SAVP Office and university-wide campus partners including Office of the Provost; Vice Provost for Budget & Auxiliaries Management; Vice Provost for Student Affairs; Vice Provost for Undergraduate Education; Vice Provost for Graduate Education; Graduate Life Office; Office of Admission and Financial Aid; Office of the Registrar, Land Buildings and Real Estate; Department of Athletics, Physical Education, and Recreation; University Human Resources; University Communications; Business Affairs, Associated Students of Stanford University; Graduate Student Council; Office of the General Counsel; Office of Sustainability; and University Long-Term Planning Committee.
  • Supervisory Responsibilities: Provide ongoing training, supervision, and assessment of the SAVP Office Administrative Associate (AA) who manages the complex and fluid SAVP calendar, coordinates Cabinet and SAVP meetings, prepares meeting collateral, arranges travel, manages office files, monitors time reporting of SAVP direct reports, maintains office supplies, manages industry and publications memberships, and independently committed the SAVP's time to those requesting access to the SAVP based on an in-depth understanding of the SAVP's priorities, needs, and role within the university framework.
  • Staff Development: Development strategies for R&DE executive assistants: facilitate the development of the R&DE EAs by gathering them for quarterly sessions for the purpose of ongoing communication and training; assess training needs; develop associated training.
  • Interpersonal and Customer Service Skills: Build relationships and rapport with senior administrators and executives throughout the university, and with counterparts in peer institutions across the country. Serve as the SAVP's liaison to various internal and external constituencies. Provided customer service to students, parents, faculty, and staff through oral and written communication.
  • Stanford Oracle Financials System: Verify expenses and process SAVP travel card expense reports.
  • Lead the planning and operations for functions or programs that have significant business, regulatory and/or technical challenges requiring subject matter expertise.
  • Evaluate programs, policies and procedures. Identify issues, and develop alternative solutions which may include changes to programs, policies and procedures.
  • Review and analyze trends to advise and develop recommendations to achieve or modify the goals of the program or function.
  • Represent the program or function within the department, unit or school. Represents the program or function at the university level and/or to external constituencies.
  • Manage and contribute e to the development of outreach strategy that may include relationship development, communications and compliance.
  • May development and/or oversee budgets; manage finances including monitoring, analyzing, forecasting, and reporting.
  • Assess training needs and may develop associated training.
  • May direct and/or supervise staff.

MINIMUM REQUIREMENTS: Education & Experience: Bachelor's degree and five years of relevant experience, or a combination of education and relevant experience.

Knowledge, Skills and Abilities:
  • Highly-developed business acumen, preferably in an academic setting; strong relevant subject matter knowledge
  • Enthusiasm with a “can-do” attitude in cultivating R&DE's culture of excellence.
  • Demonstrated extensive high-level administrative experience supporting the top executive of a complex organization.
  • Demonstrated creativity, problem solving, critical analysis, initiative, judgment and, decision-making skills; demonstrated ability to establish priorities, manage shifting priorities, and handle numerous time-sensitive projects with multiple deadlines.
  • Ability to accomplish goals working through formal and informal channels, with diplomacy and tactfulness.
  • Demonstrated solid planning and organizational skills; strong analytical, critical thinking, planning, organization, prioritization, creativity, productivity, initiative, ownership of projects, resourcefulness, problem solving, negotiating, influencing, emotional intelligence, and decision making skills. Ability to weigh various options and their merits towards positive outcomes for R&DE.
  • Demonstrated ability to perform duties with a high level of professional maturity, flexibility, discretion, confidentiality, judgment, diplomacy, and tact while handling and managing stress in fast-paced and dynamic work environment.
  • Understands and demonstrates importance of the political landscape in actions and decision-making processes.
  • Demonstrated interpersonal and customer relation skills and understanding of group dynamics. Successful track record of establishing credibility and trust with a diverse client group.
  • Demonstrated ability to cultivate positive working relationships and gain the trust and respect of all levels of internal and external constituencies.
  • Demonstrated experience working independently and as part of a team is essential.
  • Demonstrated ability to develop and meet budget goals.
  • Excellent interpersonal, written and oral communication skills.
  • Excellent interpersonal, written and oral communication skills, including editing and proofreading.
    1. Listening: actively listens, demonstrates interest and understands the subtext.
    2. Speaking: ability to present verbal information clearly, articulately and in a way that engages the recipient. Must have acute attention to detail and demonstrated effectiveness in managing multiple work assignments simultaneously, often under strict deadlines. Work accuracy is essential.
    3. Business Writing: ability to compose written information that is clear, well-structured, and grammatically correct, and develop reports and PowerPoint presentations. Compose, review, and edit printed and electronic correspondence, including confidential correspondence and communications with University senior administrators. Create interdepartmental communications and develop marketing collateral for distribution to targeted markets.
  • Advanced computer skills and demonstrated experience with Microsoft Office Suite software and e-mail applications. Knowledge of Stanford applications (Axess, Oracle, Outlook) strongly desired.
  • Ability to direct the work of others, for jobs requiring supervision
  • Demonstrates compliance with R&DE and Stanford policies, core values, principles and tenets.
  • Prior work experience at Stanford and/or in higher education is strongly preferred.
Core Competencies:

ORGANIZATIONAL AWARENESS Political Astuteness Adherence to Protocol/Policies/Procedures Work Culture COMMUNICATION Listening Public Speaking Business Writing Conflict Management & Facilitation PROBLEM-SOLVING Intellectual Curiosity Conflict Facilitation and Management Innovation and Creativity
INTEGRITY
Trust and Credibility Respect Business Partnerships INTERPERSONAL SKILLS Influence Developing Others Relationship Management SELF MANAGEMENT Judgment Task Management Accountability
Certifications and Licenses: Valid non-commercial California driver's license for travel on campus to departments/schools/units using R&DE electric vehicles.

PHYSICAL REQUIREMENTS*:
  • Frequently stand/walk, sit, constantly perform desk-based computer tasks; use a telephone, grasp lightly/fine manipulation.
  • Occasionally reach/work above shoulders, twist/bend/stoop/squat, grasp forcefully, write by hand, sort/file paperwork, lift/carry/push/pull objects that weigh up to 20 pounds.
  • Rarely kneel/crawl, operate foot and/or hand controls.
* - 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 his or her job.

WORKING CONDITIONS:
  • May work flexible work schedule including evenings and weekends on an occasional basis as requested.
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://apptrkr.com/get_redirect.php?id=1050758&targetURL= CORE DUTIES:

    • Executive Support: Anticipate the SAVP's needs and proactively solve problems and independently handle issues. Independently research and analyze associated issues and compile materials needed for presentation and decision making purposes. Perform work autonomously and with delegated authority, exercise discretion and judgment regarding matters of significance on behalf of the SAVP. Development/analysis of collateral/supporting documents for SAVP sessions.
    • Project Management: Oversee and manage multiple projects; anticipate and track critical dates, events and organizations issues for the executive; follow up with appropriate parties to ensure deadlines are met.
    • Information Management: Supports and helps develop methods to ensure that information from the Office of the Senior Associate Vice Provost for R&DE is accurate, and consistently supports the mission and vision of R&DE across the business units and other campus entities.
    • Administrative Analysis: Review and continually improve SAVP office administrative systems and processes. Evaluate administrative programs, policies and procedures. Identify issues, and develop alternative solutions which include changes to programs, policies and procedures. Review and analyze trends to advise and develop recommendations to achieve or modify the goals of administrative programs. Analyze work systems and processes and develop business processes and systems for effective follow-up within and between the Senior Associate Vice Provost and R&DE executive directors, senior managers, other key staff, and the larger campus community. Recommends and assists in implementing “best practices” for office work and work flow, including technology needs.
    • Writing and Editing: Compose professional-level diversified communiques on behalf of the SAVP to the R&DE Cabinet (10 executive directors), department-wide managers (130 managers), all R&DE staff (1100+ employees), university campus partners, and senior leaders across campus. Communiques include but are not limited to executive summaries, white papers, memorandums, program and event coordination, R&DE and university policy/compliance guidelines, staff and team recognition, personal greetings and other notes, and correspondence to senior university leaders, faculty, staff, students, parents, academic and industry colleagues.
    • Presentation Development: Assist the SAVP with the development of presentations to the Board of Trustees, University Cabinet, University Budget Office, Undergraduate and Graduate Residential Cabinet, Menus of Change University Research Collaborative, R&DE Senior Staff Meetings, R&DE department-wide events and meetings, and other university committees as needed.
    • Event Planning: Function as a critical member of the planning committees for major R&DE events including All Hands, Cabinet Retreats, Employee Recognition Events, Awards Luncheons, Department-wide Managers Meetings, and new employee onboarding sessions.
    • Intra-departmental Administrative Coordination: Coordinate the collaborative, communicative, and administrative efforts between the SAVP Office and the (1) R&DE Operating Divisions including Student Housing Operations, Stanford Dining, Stanford Hospitality & Auxiliaries, and Stanford Conferences, and the (2) R&DE strategic partner divisions including Finance & Administration, Maintenance Operations and Capital Project Management, Information Technology, Strategic Communications, Business Analytics and Solutions, and Human Resources
    • Inter-departmental Administrative Coordination: Facilitate the administrative efforts between the SAVP Office and university-wide campus partners including Office of the Provost; Vice Provost for Budget & Auxiliaries Management; Vice Provost for Student Affairs; Vice Provost for Undergraduate Education; Vice Provost for Graduate Education; Graduate Life Office; Office of Admission and Financial Aid; Office of the Registrar, Land Buildings and Real Estate; Department of Athletics, Physical Education, and Recreation; University Human Resources; University Communications; Business Affairs, Associated Students of Stanford University; Graduate Student Council; Office of the General Counsel; Office of Sustainability; and University Long-Term Planning Committee.
    • Supervisory Responsibilities: Provide ongoing training, supervision, and assessment of the SAVP Office Administrative Associate (AA) who manages the complex and fluid SAVP calendar, coordinates Cabinet and SAVP meetings, prepares meeting collateral, arranges travel, manages office files, monitors time reporting of SAVP direct reports, maintains office supplies, manages industry and publications memberships, and independently committed the SAVP's time to those requesting access to the SAVP based on an in-depth understanding of the SAVP's priorities, needs, and role within the university framework.
    • Staff Development: Development strategies for R&DE executive assistants: facilitate the development of the R&DE EAs by gathering them for quarterly sessions for the purpose of ongoing communication and training; assess training needs; develop associated training.
    • Interpersonal and Customer Service Skills: Build relationships and rapport with senior administrators and executives throughout the university, and with counterparts in peer institutions across the country. Serve as the SAVP's liaison to various internal and external constituencies. Provided customer service to students, parents, faculty, and staff through oral and written communication.
    • Stanford Oracle Financials System: Verify expenses and process SAVP travel card expense reports.
    • Lead the planning and operations for functions or programs that have significant business, regulatory and/or technical challenges requiring subject matter expertise.
    • Evaluate programs, policies and procedures. Identify issues, and develop alternative solutions which may include changes to programs, policies and procedures.
    • Review and analyze trends to advise and develop recommendations to achieve or modify the goals of the program or function.
    • Represent the program or function within the department, unit or school. Represents the program or function at the university level and/or to external constituencies.
    • Manage and contribute e to the development of outreach strategy that may include relationship development, communications and compliance.
    • May development and/or oversee budgets; manage finances including monitoring, analyzing, forecasting, and reporting.
    • Assess training needs and may develop associated training.
    • May direct and/or supervise staff.

    MINIMUM REQUIREMENTS: Education & Experience: Bachelor's degree and five years of relevant experience, or a combination of education and relevant experience.

    Knowledge, Skills and Abilities:
    • Highly-developed business acumen, preferably in an academic setting; strong relevant subject matter knowledge
    • Enthusiasm with a “can-do” attitude in cultivating R&DE's culture of excellence.
    • Demonstrated extensive high-level administrative experience supporting the top executive of a complex organization.
    • Demonstrated creativity, problem solving, critical analysis, initiative, judgment and, decision-making skills; demonstrated ability to establish priorities, manage shifting priorities, and handle numerous time-sensitive projects with multiple deadlines.
    • Ability to accomplish goals working through formal and informal channels, with diplomacy and tactfulness.
    • Demonstrated solid planning and organizational skills; strong analytical, critical thinking, planning, organization, prioritization, creativity, productivity, initiative, ownership of projects, resourcefulness, problem solving, negotiating, influencing, emotional intelligence, and decision making skills. Ability to weigh various options and their merits towards positive outcomes for R&DE.
    • Demonstrated ability to perform duties with a high level of professional maturity, flexibility, discretion, confidentiality, judgment, diplomacy, and tact while handling and managing stress in fast-paced and dynamic work environment.
    • Understands and demonstrates importance of the political landscape in actions and decision-making processes.
    • Demonstrated interpersonal and customer relation skills and understanding of group dynamics. Successful track record of establishing credibility and trust with a diverse client group.
    • Demonstrated ability to cultivate positive working relationships and gain the trust and respect of all levels of internal and external constituencies.
    • Demonstrated experience working independently and as part of a team is essential.
    • Demonstrated ability to develop and meet budget goals.
    • Excellent interpersonal, written and oral communication skills.
    • Excellent interpersonal, written and oral communication skills, including editing and proofreading.
      1. Listening: actively listens, demonstrates interest and understands the subtext.
      2. Speaking: ability to present verbal information clearly, articulately and in a way that engages the recipient. Must have acute attention to detail and demonstrated effectiveness in managing multiple work assignments simultaneously, often under strict deadlines. Work accuracy is essential.
      3. Business Writing: ability to compose written information that is clear, well-structured, and grammatically correct, and develop reports and PowerPoint presentations. Compose, review, and edit printed and electronic correspondence, including confidential correspondence and communications with University senior administrators. Create interdepartmental communications and develop marketing collateral for distribution to targeted markets.
    • Advanced computer skills and demonstrated experience with Microsoft Office Suite software and e-mail applications. Knowledge of Stanford applications (Axess, Oracle, Outlook) strongly desired.
    • Ability to direct the work of others, for jobs requiring supervision
    • Demonstrates compliance with R&DE and Stanford policies, core values, principles and tenets.
    • Prior work experience at Stanford and/or in higher education is strongly preferred.
    Core Competencies:

    ORGANIZATIONAL AWARENESS Political Astuteness Adherence to Protocol/Policies/Procedures Work Culture COMMUNICATION Listening Public Speaking Business Writing Conflict Management & Facilitation PROBLEM-SOLVING Intellectual Curiosity Conflict Facilitation and Management Innovation and Creativity
    INTEGRITY
    Trust and Credibility Respect Business Partnerships INTERPERSONAL SKILLS Influence Developing Others Relationship Management SELF MANAGEMENT Judgment Task Management Accountability
    Certifications and Licenses: Valid non-commercial California driver's license for travel on campus to departments/schools/units using R&DE electric vehicles.

    PHYSICAL REQUIREMENTS*:
    • Frequently stand/walk, sit, constantly perform desk-based computer tasks; use a telephone, grasp lightly/fine manipulation.
    • Occasionally reach/work above shoulders, twist/bend/stoop/squat, grasp forcefully, write by hand, sort/file paperwork, lift/carry/push/pull objects that weigh up to 20 pounds.
    • Rarely kneel/crawl, operate foot and/or hand controls.
    * - 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 his or her job.

    WORKING CONDITIONS:
    • May work flexible work schedule including evenings and weekends on an occasional basis as requested.
    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.



    Job: Administration

    Location: Residential & Dining Enterprises
    Schedule: Full-time
    Classification Level:

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

    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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