Administrative and Finance Coordinator - Office of Special Events & Protocol

Location
Stanford
Posted
Sep 14, 2017
Institution Type
Four-Year Institution


Stanford University

Administrative and Finance Coordinator - Office of Special Events & Protocol

Job Number:
76299

Administrative and Finance Coordinator OFFICE OF SPECIAL EVENTS & PROTOCOL

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


JOB PURPOSE:
Provide both administrative and financial support working under general supervision.


OFFICE OF SPECIAL EVENTS & PROTOCOL INFORMATION: The Office of Special Events & Protocol (OSEP), a division within the University's Office of Development, is responsible for the production, design and implementation of many of the university's major public ceremonies and high profile special events. OSEP provides event planning, event management and diplomatic protocol expertise for members of the Stanford community in support of high-level national and international delegations to the Stanford campus. This includes managing special visits by heads-of- state and other high profile individuals. The department also creates and oversees on behalf of the university its event policies, procedures, and non-academic event space usage; and provides event planning education and training services to Stanford faculty, staff and students.


CORE DUTIES*:
  • Provide general administrative support to department, as well as to the Executive Director. This will include handling phone calls, emails and event-related correspondence.
  • Plan and schedule appointments based on consultation, and maintain department calendar and other records and files.
  • Review, process, gather, and compile accounting transactions and documents for completeness, accuracy, and compliance. Run general department financial reports.
  • Draft and/or generate routine communications; coordinate production (formatting, copying, etc.) and dissemination of documents, such as presentations, reports, brochures, and displays.
  • Compile, maintain and review financial transactions, support documents, and journal postings. This could include reconciling budget statements, invoice processing, and resolving discrepancies.
  • Maintain approved content on websites.
  • Maintain office supplies and equipment; obtain vendor quotations as needed.
  • Handle p-card administration and processing, and tracking of event expenses.
  • Manage and maintain departmental database.
  • Maintain accounting/finance departmental files and desktop procedures and process documents for area of responsibility. Help to ensure compliance with University policies, and federal regulations and requirements.
  • Assist with Commencement Weekend financial arrangements regarding event vendors, purchase orders and invoice processing.
  • May participate in and provide support on day of events that OSEP manages or produces. * - Other duties may also be assigned

    MINIMUM REQUIREMENTS: Education & Experience: High school diploma and three years of administrative and/or financial experience, or combination of education and relevant experience. Associate's degree or higher is preferable. Experience at institute of higher education is a plus.

    Knowledge, Skills and Abilities:

  • Proficient experience and success with Microsoft Office suite (including Excel), as well as other on-line documents, such as Google Docs and Adobe Creative Cloud.
  • Strong interpersonal, communication, time management, and customer service skills.
  • Knowledge of basic accounting principles.
  • Must be well organized and detailed-oriented.
  • Demonstrated success in supporting shifting priorities and numerous time-sensitive projects with multiple deadlines.
  • Familiarity with and/or willingness to learn website platforms such as Drupal, and Stanford specific software systems.
  • Ability to maintain discretion regarding important and/or sensitive information. PHYSICAL REQUIREMENTS*:
  • Frequently stand/walk, sit, perform desk-based computer tasks, and use a telephone.
  • Occasionally kneel/crawl, twist/bend/stoop/squat, grasp lightly/fine manipulation, and grasp forcefully, lift/carry/push/pull objects that weigh 21-40 pounds.
  • Ability to obtain and maintain a California Non-commercial Class license and drive day or night. * - 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:
  • When conducting university business, must comply with the California Vehicle Code and Stanford University driving requirements.
  • 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: Office of Development
    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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