Office Manager and Executive Assistant



Stanford University

Office Manager and Executive Assistant

Job Number:
75746

JOB PURPOSE: The Office Manager will administer and evaluate the day-to-day activities of the Office for Equity and Access, including significant budget management and drafting of outward facing communications. The role will also provide the full scope of administrative support to the Senior Vice Provost for Institutional Equity and Access who is responsible for providing oversight of the programs and offices that ensure equity and access throughout the Stanford community including the Diversity & Access Office, the Office of Sexual Assault & Relationship Abuse Education & Response, the Ombuds Office, the Sexual Harassment Policy Office and the Title IX Office.

CORE DUTIES*:

  • Independently implement, administer and evaluate day-to-day activities of the unit, function or program. Act as key contact.
  • Serve as building coordinator.
  • Represent the program or function within the department, unit or school. May also represent the program or function to external constituencies.
  • Participate in development of budgets or oversee budgets and monitor and approve expenditures.
  • Collect and analyze data, create reports, review and explain trends; formulate and evaluate alternative solutions and/or recommendations to achieve the goals of the program or function.
  • Analyze and interpret policies; develop, revise and implement procedures for program or function.
  • Organize and/or participate in outreach activities that may include communications, events, training, and/or conferences.
  • Assist in the implementation of and support program communication efforts, including timely creation and editing of, websites, blogs, emails, and newsletters.
  • Serve as key administrative assistant to Sr. Assoc. Vice Provost, including calendaring, filing, greeting visitors to all units. Understand unit responsibilities of Ombuds, Diversity & Access, Title IX, SARA, and SHPO to facilitate assistance of clients to these offices.
  • 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.
  • Manage central call number for Institutional Equity & Access units and triage clients to office that will provide ongoing assistance.
  • 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.
  • May direct staff to perform various tasks and assignments. May also supervise staff
* - Other duties may also be assigned

MINIMUM REQUIREMENTS:

Education & Experience:

High school diploma and six years of administrative experience, or combination of education and relevant experience. Bachelor's degree and 3 years-experience in administration, communications and/or budget management desired.


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.
  • Demonstrated experience working with diverse groups of people; flexible and adaptable to evolving situation.
  • Experience working with social media and web based tool.
  • Excellent judgment when handling sensitive and confidential information
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 accommodation to any employee with a disability who requires accommodation to perform the essential functions of his or her job.

WORKING CONDITIONS:

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.

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.



Job: Administration

Location: Institutional Equity & Access
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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