Administrative Operations Manager

Jul 28, 2017
Administrative Jobs
Technology, IT Support & Training
Institution Type
Four-Year Institution

Stanford University

Administrative Operations Manager

Job Number:

Stanford University, Department of Land, Buildings & Real Estate (LBRE) is committed to the preservation and enhancement of Stanford's campus and adjoining lands and constructs and maintains the facilities in which advancements across the academic spectrum are made possible. LBRE takes pride in the care and stewardship of the 8,100 acres that make Stanford the special place that it is.

Job Overview:
Building, Grounds and Maintenance (BGM), a department within LBRE, seeks an experienced administrative manager to lead the Administrative Services function by overseeing the day to day administrative processes of the department; continuously evaluating and improving its administrative efficiency; providing training and leadership to administrative staff; and leading projects and programs that advance the organizational effectiveness.

The ideal candidate will have education and experience in business administration, including knowledge of modern business and administrative technology and project management. The manager must be a highly self-motivated and effective individual with the ability to manage multiple programs in a complex and dynamic work environment at Stanford.

Core Job Duties:
  • 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 to the development of outreach strategy that may include relationship development, communications and compliance.
  • 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.
  • Assist in the implementation of and support program communication efforts, including timely creation and editing of, websites, blogs, emails, and newsletters.
  • May development and/or oversee budgets, manage finances including monitoring, analyzing, forecasting, and reporting.
  • Assess training needs and may develop associated training.
  • Direct and/or supervise staff. Specific Job Duties and Responsibilities:
    • Develop continuous improvements to BGM departmental administrative processes
      • Review BGM departmental administrative processes and identify opportunities for improvements in efficiency, quality, and customer service. Maintain proficiency in Stanford administrative policies and guidelines, and industry best practices and technologies to inform opportunities for continuous improvement.
      • Evaluate business processes and operational and/or financial effectiveness. Analyze and resolve complex issues and provide alternative solutions as necessary. Lead administrative process improvement for BGM.
      • Create administrative staff resource redundancy and cross training.
      • Review and ensure compliance with campus administrative policies including P-card, T-card, Expense Reimbursement and Procurement policies and ensure all transactions submitted for reimbursement are in accordance with the respective policies. Ensure all transactions routed for approval are in accordance with policy.
    • Manage and develop BGM administrative support team
    • Manage administrative staff in the day-to-day operations for functional area(s) of responsibility. Responsible for hiring and retaining staff, career coaching, personal development for direct reports and accountable for the performance of employees. Ensure work completion within schedule and constraints.
      • Conduct skills assessments and identify opportunities for additional education and training of administrative staff, to best serve the BGM mission, leadership team and staff in their work.
      • Ensure a balanced distribution of workload amongst administrative staff and develop contingency plans for redistribution of overall workload.
    • Building/Office Management
      • Coordinate fire inspections with SUFMO
      • Provide access to buildings
      • Schedule shutdowns for cleaning, maintenance, etc.
      • Initiate building maintenance work requests
      • Maintain and manage Copiers
      • Coordinate and oversee office supplies ordering for BGM
    • Project Management Support
    • Oversee and manage administrative projects
    • Provide administrative project support to other directors and managers
    • Update project tracking spreadsheets (i.e. lighting renewal, rental vehicles, fleet reduction plan, etc.)
    * - Other duties may also be assigned
    MINIMUM REQUIREMENTS: Education & Experience:

    Bachelor's degree and five years of relevant experience, or combination of education and relevant experience.

    Preferred Requirements:
    • Demonstrated success as an inspirational manager who has motivated staff to achieve and sustain excellence.
    • Demonstrated problem solving and decision making skills to effectively solve and respond to complicated requests.
    • Knowledge of project management principles and practices, especially as related to development of computerized business processes.
    • Demonstrated skill in the use of spreadsheets, database programs, and word processing programs.
    • Strong organizational, time management and project management skills, with the ability to support multiple projects of various types at difference stages with emphasis on accuracy and meeting milestones and deadlines.
    • Excellent customer service experience and a proven ability to meet performance standards.
    Knowledge, Skills and Abilities:

  • Ability to prioritize own work and multi-task.
  • Excellent organizational skills.
  • Ability to take initiative and ownership of projects.
  • Ability to communicate effectively both orally and in writing.
  • Ability to routinely, and independently, exercise sound judgment in making decisions.
  • Demonstrated experience working independently and as part of a team.
  • Relevant subject matter knowledge.
  • Ability to direct the work of others, for jobs requiring supervision. Certifications and Licenses:

  • Constantly perform desk-based computer tasks.
  • Frequently stand/walk, sitting, grasp lightly/fine manipulation.
  • Occasionally use a telephone.
  • Rarely lift/carry/push/pull objects that weigh 11-20 pounds. * - 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.

  • 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 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: Land, Buildings and Real Estate
    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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