Business and Facilities Administrator

Job description

Business and Facilities Administrator

Stanford University

Job Number:

Administrative Associate 3

Job Code 4103

Job Grade: F

FTE: 100%, Non-exempt

Stanford Pre-Collegiate Studies

Stanford Pre-Collegiate Studies (SPCS) is the home of academic programs, both residential and online, that advance the education of academically talented and intellectually curious pre-college students worldwide.

The offerings of SPCS include the Stanford Online High School and a diverse array of academic enrichment programs that take place on the Stanford campus during the summer, such as the Summer Institutes, Stanford University Mathematics Camp (SUMaC), Stanford Summer Humanities Institute, the Summer Arts Institute, Stanford Medical Youth Science Program and others. In addition to summer residential programs, the department administers a number of school year enrichment programs including the Stanford Math Circle, Stanford Science Circle, and Stanford Pre-Collegiate Science Conference.
These programs serve students who are academically talented, motivated, and curious, and who are eager to share in an academically challenging and rewarding educational experience with others who value intellectual vitality and the enjoyment of learning. More information is available at

  • This position will serve as a Building Manager, overseeing a range of building needs. Facilities responsibilities include smaller daily tasks, such as mail sorting, equipment maintenance, kitchen supplies and maintenance, and scheduling and use of conference rooms; to more complex matters of coordinating and monitoring routine maintenance services completion and unexpected building issues. Large-scale projects include planing and coordinating office moves and restructuring. In the first year, a primary focus of this role will be to serve as Move Captain for relocation planning, coordination, and execution to Stanford Redwood City Campus in support of Stanford Pre-Collegiate Studies, the Stanford Online High School, and Stanford Summer Session (a unit within Stanford Continuing Studies).
  • Act on behalf of the supervisor or department manager to establish priorities and identify and resolve problems that are administrative in nature.
  • Under the direction of the Associate Director of Administration, maintain, track, issue, and recall computer hardware to include laptops, monitors, and other peripherals. Assist new staff members in completing initial desktop and computer set up. Manage relationship with Stanford Computer Resource Consulting (CRC) to ensure appropriate use of CRC resources and assistance.
  • Oversee and/or process a variety of complex financial transactions; produce, monitor, and reconcile budget statements; research, identify, and resolve discrepancies. Process travel expenses, purchase order requisitions and P-card transactions. Contribute to vendor selections, arrangements, and scheduling. Track event expenses.
  • 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 events within budget. Includes planning professional conferences, training sessions, and morale events like the department Holiday Party and monthly teas.
  • Compose and draft documents and correspondence for presentations, course handouts, grants, conferences, seminars, and reports. Perform substantial 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) with limited consultation, resolve calendaring conflicts, and arrange travel in compliance with unit and university policies. Provide limited administrative support as required to the Executive Director and other central SPCS staff.
  • Create and analyze reports, forms, and spreadsheets which may utilize specialized software and systems.
  • May lead and train staff or supervise day-to-day work of student and/or temporary workers, including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, reviewing work for quality and timeliness, and providing performance review input.

    The Business and Facilities Administrator/Administrative Associate 3 provides administrative and operational support for the central offices in Stanford Pre-Collegiate Studies, which include Marketing, the Executive Office, Human Resources, and Finance.

    PLEASE NOTE: This position will move to Stanford's new Redwood City Campus in 2019.

    Core Duties*

    * - Other duties may also be assigned

    Minimum Qualifications

    High school diploma and four 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.
  • 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.
  • 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.All applicants must submit a current resume and a cover letter summarizing their interest in the position and experience with the core duties described in the job posting.

    Physical Requirements*

    * - 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.

    Working Conditions

  • May work extended hours to support events.

    Application Requirements

    All applicants must submit a current resume and a cover letter summarizing their interest in the position and experience with the core duties described in the job posting.


    Location: Stanford Pre-Collegiate Studies, California, United States
    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.

    Copyright ©2017 Inc. All rights reserved.

    Posted by the FREE value-added recruitment advertising agency





    Diversity Profile: University



    View more

    Learn more on Inside Higher Ed's College Page for University

    Arrow pointing right
    Job No:
    Posted: 12/21/2018
    Application Due: 2/20/2019
    Work Type: