Senior Administrative Associate

Location
Stanford
Posted
May 08, 2018
Institution Type
Four-Year Institution


Senior Administrative Associate

Stanford University

Job Number:
78713

ABOUT STANFORD UNIVERSITY, RESIDENTIAL & DINING ENTERPRISES, AND THE SAVP OFFICE: Stanford University, located between San Francisco and San Jose in the heart of California's Silicon Valley, is one of the world's leading teaching and research universities. Since its opening in 1891, Stanford has been dedicated to finding solutions to big challenges and to preparing students for leadership in a complex world. Residential & Dining Enterprises (R&DE), the largest auxiliary organization at Stanford University, supports the academic mission of the University by providing the highest quality services to students and other members of the university community in a sustainable and fiscally responsible manner. The Department is the steward for one-third of Stanford's physical plant and has a $234 million annual operating budget. R&DE comprises 800+ staff in the following divisions: the Office of the Senior Associate Vice Provost (SAVP Office), Student Housing, Stanford Dining, Stanford Hospitality & Auxiliaries, Stanford Conferences, and a team of four R&DE strategic business partners: Finance & Administration, Human Resources, Information Technology, and Communications. R&DE houses 13,000+ students and their dependents while serving over 6.5 million meals annually to students, conference, catering, retail, and concession guests. The SAVP Office provides strategic and tactical leadership to the business units across R&DE and ensures that consistent practices and policies are deployed across the business units and are in alignment with R&DE's mission and vision. The SAVP Office is responsible for the overall direction and performance of financial management, capital and strategic planning, facilities design and concept development, asset renewal, human resources and organizational development, information systems, compliance, innovation and sustainable practices, and public relations. The SAVP Office collaborates across campus with Student Affairs and Residential Education, Graduate Life, Undergraduate and Graduate Education, Admissions, and Athletics to complement Stanford's premier academic program with a robust living and learning environment and an award-winning dining program for the undergraduate and graduate communities. JOB PURPOSE: Provide operational support to the SAVP Office and administrative support mainly to the Senior Associate Vice Provost for R&DE, but also to other members of the SAVP Office including the Director of Administrative Programs, Senior Data Analyst, and Administrative Services Manager. CORE DUTIES:
  • Draft and/or generate routine communications; coordinate production (formatting, copying, etc.) and dissemination of documents, such as presentations, course handouts, grant proposals, conference and seminar materials, reports, brochures, and displays.
  • Plan and schedule calendar(s) based on consultation, resolve calendaring conflicts, confirm upcoming appointments, reserve meeting rooms, and arrange travel in compliance with unit, university, and sponsor policies.
  • Perform office duties including, but not limited to, handling of incoming and outgoing mail, entering data into basic tables, reports, or spreadsheets, making copies, and monitoring and ordering of office supplies.
  • Respond to inquiries, and determine and take appropriate action as required. Serve as a resource regarding a defined set of policies and procedures.
  • Greet visitors and route them to appropriate individuals, answer phones, and serve as a resource on unit procedures and general inquiries.
  • Arrange meetings and assist with routine conferences including scheduling rooms, managing equipment, facilitate meals/arrangements for SAVP and guests, and assembling materials.
  • After completing required training, process and monitor routine financial transactions, which may include researching and resolving discrepancies after completing required trainings.
  • Under general supervision, make travel arrangements as directed in compliance with unit, university, and sponsor policies.
  • Create and maintain office files and filing systems.
  • Deliver documents/materials across campus using a golf cart as needed. Provide transportation for SAVP to and from meetings.
  • MINIMUM REQUIREMENTS: Education & Experience: High school diploma and three years of administrative experience, or combination of education and relevant experience. Bachelor's or Associate's degree preferred. Knowledge, Skills and Abilities:
  • Proficient computer skills and demonstrated experience with office software and e-mail applications.
  • Demonstrated success in following through and completing routine tasks and projects.
  • Strong organizational skills and attention to detail.
  • Strong verbal and written communication skills. Strong proofreading skills.
  • Excellent customer service and interpersonal skills.
  • Ability to prioritize and multi-task.
  • Certifications and Licenses: Must possess/maintain a valid California Driver's License 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.


  • Job:

    Location: Residential & Dining Enterprises, California, United States
    Schedule:
    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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