Administrative Assistant

Location
Stanford
Posted
Mar 06, 2018
Institution Type
Four-Year Institution


Administrative Assistant

Stanford University

Job Number:
78141

The Real Estate division of LBRE is responsible for overseeing all Founding Grant lands designated for the productions of income for the university, or as academic reserve. The Environmental Management unit is responsible for the environmental stewardship of all Stanford's Real Estate lands and other lands occupied or owned by the university. The Residential Acquisition unit is responsible for visioning, planning and implementing and acquisition program for residential properties to house faculty and staff for Stanford University. The Administrative Assistant provides the administrative function for the Associate Directors of both Environmental Management and Residential Acquisitions units under general supervision. The Real Estate Administrator reports directly to the Associate Director, Environmental Management.

JOB PURPOSE:

Provide administrative or operational support with limited supervision. May be responsible for leading other administrative staff or subordinates.

GENERAL DESCRIPTION:

Responsible for assisting in all work efforts related to the Environmental unit and Residential Acquisitions unit, including managing databases, tracking project schedules, assisting with implementation of programs and project acquisition due diligence, and maintaining files.

CORE DUTIES:
  • Administer and evaluate day to day activities of the two units, functions and programs.
  • Create complex reports tracking systems and spreadsheets that may utilize specialized software and systems. Collect and analyze data, enter data, create reports, review and explain trends; formulate and evaluate alternative solutions and/or recommendations to achieve the goals of the program or function.
  • Compose and draft documents for meetings, presentations conferences, and reports. Perform substantial editing, research and fact checking. Take notes during project meetings and distribute meeting summaries accordingly. Create, maintain, modify, and/or ensure accuracy of content in various department correspondence, documents, displays, reports, brochures, social media, PowerPoint presentations and/or websites.
  • Compose original letters and memos for signature. Accurately type and edit correspondence, assist in the preparation of correspondence, reports, legal documents, spreadsheets and other departmental material; may assemble information from a wide variety of sources and organize into a particular format as routine assignment.
  • Assist in updating and maintaining database and filing systems. Create and maintain department and project files, correspondence, general files and manage the soft copy files for department projects and tasks. Archive completed project files through DataSafe as necessary. Maintain detailed record of project activities and retain records upon completion; report on progress appropriately.
  • Oversee and/or process a variety of financial transactions; research, identify, and resolve discrepancies. Maintain payment records and respond to requests for information about payments. Process travel and petty cash reimbursements via the university's Oracle IOU system.
  • Assist with reviewing budgets and monitoring and reviewing expenditures. Produce, monitor and reconcile budget statements. Research, identify and resolve discrepancies. As necessary, upload invoices in the Oracle database and resolve any payment issues with vendors and/or Stanford's Finance Center. Verify PCard Transactions in Oracle and ensure proper documentation is submitted. Review legal invoices from Serengeti for accuracy and approve iJournal transactions for the Assistant Directors.
  • Interface with university departments outside of the Real Estate Division including: the Faculty Staff Housing office, Risk Management, Facilities Operations, Planning & Architect, Procurement, Legal and Community Relations.
  • Plan and schedule complex staff calendars with limited consultation. Schedule internal staff, external constituencies, project and public agency meetings and conference calls. Resolve calendaring conflicts and arrange travel in compliance with university policies. Make travel arrangements and lunch/dinner reservations. Assist with logistic for arranging project, department and off-site meetings.
  • Open, route, handle and distribute incoming mail and email; make copies; scan and/or fax documents; maintain pending system; run departmental errands as needed. Retrieve documents from DataSafe as needed. Prepare outgoing FedEx documents and track delivery. Pick up checks from Will Call and deposit checks at the Cashier's Office.
  • Maintain membership renewals and contribution to various associations.
Core Duties Specific to Environmental Unit:
  • Assist in maintaining extensive hazardous material public files and environmental correspondence files (i.e. hazardous Materials Public and Internal Correspondence File for Gift Real Estate, Stanford Research Park, Stanford in Redwood City, various Campus lands, etc.)
  • Ensure environmental library is up to day at all times. Help create and manage an internal filing system or database that can be accessed by other business unit directors in Real Estate.
  • Ensure document management and accurate data entry into database systems, including settlement agreements, environmental access agreements, tolling agreements and stormwater covenants.
  • Other tasks as assigned.
Core Duties Specific to Residential Acquisitions Unit:
  • Assist in the due diligence process for residential acquisitions. Coordinate, receive and organize consultant reports; maintain records for review in process; issue instructions for consultant submittals; follow up on completion of due diligence work and filing/database input of final materials and outcome.
  • Help to manage closing process and schedule for housing acquisitions. Track status of terms and conditions to closing. Abstract key dates associated with the Purchase & sale Agreements and track progress.
  • Maintain and update housing filing system and sharing of files with Stanford's Office of Faculty Staff Housing.
MINIMUM REQUIREMENTS:

Education & Experience:
  • High school diploma and four years of administrative experience, or combination of education and relevant experience.
  • Associate's Degree preferred
Knowledge, Skills and Abilities:
  • Advanced computer skills and demonstrated experience with office software and email applications.
  • Demonstrated success in following through and completing projects.
  • Excellent organizational skills and attention to detail.
  • Strong 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.
Preferred Knowledge, Skills and Abilities:
  • Demonstrated ability to establish priorities, manage shifting priorities, handle numerous time-sensitive projects with multiple deadlines, assign work to others and work with minimal supervision under tight deadlines and in pressure situations.
  • Ability to routinely and independently exercise sound judgement in making decision ans excellent problem-solving skills, including the ability to identify and prioritize alternatives and advocate solutions appropriate to distinct circumstances. Demonstrated solid planning and organizational skills and attention to detail.
  • Ability to accomplish goals working through formal and informal channels with diplomacy and tactfulness. Demonstrated experience working independently and as part of a team. Ability to direct the work of others for jobs requiring supervision. Ability to take initiative and ownership of projects. Demonstrated success in following through and completing projects.
  • Excellent interpersonal, written and oral communication skills. Excellent customer service and interpersonal skills.
  • Strong relevant subject matter knowledge. Advance computer skills and demonstrated experience with office software and email applications.
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 the 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.

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 the job.



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: 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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