Executive and Contract Administrator - Stanford Live



Stanford University

Executive and Contract Administrator - Stanford Live

Job Number:
75831

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

Stanford Live presents a wide range of the finest performances from around the world fostering a vibrant learning community and providing distinctive experiences through the performing arts. With its home at Bing Concert Hall, Stanford Live is simultaneously a public square, a sanctuary, and a lab, drawing on the breadth and depth of Stanford University to connect performance to the significant issues, ideas, and discoveries of our time.

Reporting to the Executive Director, the Executive and Contracts Administrator provides administrative support to the Executive Director as well as program support for Stanford Live. He/she manages logistics and contracts related to Stanford Live programs and is part of a team to further Stanford Live initiatives.

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 meetings, 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; 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.
  • 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:
    1. In conjunction with financial lead and/or principal investigator, assist with sponsored project research proposal submissions and post award administration.
    2. Responsible for leading the administrative functions of a program or unit.
    3. Perform human resources transactional support; coordinate or manage the visa process.
    4. Serve as building coordinator.
    5. 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.

    *Other duties may also be assigned
    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 such as Microsoft Office and Adobe Acrobat Pro.
  • 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 accommodation to any employee with a disability who requires accommodation to perform the essential functions of his or her job.

    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: School of Humanities and Sciences
    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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