Office Manager

Stanford University

Job Number: 82818


Job Classification Title: Administrative Associate 2

Job Code: 4102
Grade: E
Note: Not all unique aspects of the job are covered by this job description
Who We Are
The Stanford University Graduate School of Education (GSE) is a top-ranked school of education, known for its prestigious faculty, rigorous graduate degree programs, and its impact on the quality of education across the world. The GSE is committed to developing leaders in education research, practice and policy. Our community includes over 60 faculty, 400 students, 200 staff, 8,000 alumni and countless people from the local and global communities we work with and impact.

The GSE Dean's Office is a dynamic and welcoming atmosphere where everyone has a chance to be a creative problem solver and move projects forward. To support this dead-line driven and fast-paced environment, we are looking for someone who possesses comprehensive skills in office administration, customer service, task management, and organizational initiative, as well as a general willingness to approach opportunities with enthusiasm, energy, and creativity.

What You'll Do:

This role will provide a broad range of administrative functions in support of GSE faculty and various operational leaders. As the first point of contact for Stanford GSE Dean's Office, you will ensure the highest quality of customer service while handling routine tasks related to front office management, including phone communication, mail distribution, supply inventory, financial transactions (such as reimbursement, vendor payments, etc.), supervision of student workers, and team meeting logistics. Additionally, the Office Manager will provide administrative support to the Faculty Affairs Office at the GSE.

Core duties will include (but are not limited to):

Greet visitors and route them to appropriate individuals, answer phones, and serve as a resource on unit procedures and general inquiries.

Maintain inventory of office supplies and equipment, including copiers and networked printers, and schedule repairs as needed.

Perform office duties associated with room scheduling, organizing, and operating conferences, seminars, and events, including recommending vendors for services, overseeing the production and distribution of materials, coordinating logistics, and serving as liaison with internal and external vendors.

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, complex reports, brochures, and displays.

Plan and schedule calendar(s) based on consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.

Process and monitor routine financial transactions, which may include researching and resolving discrepancies.

May perform human resources transactional support, e.g. time cards, I9s, and/or faculty affairs support.

May guide and train student and/or contingent workers including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, and reviewing work for quality and timeliness.
What You'll Bring:

Excellent interpersonal skills including tact, diplomacy and good judgement in interactions with University administrators, faculty, staff, and the community. This job requires working with all levels of our constituents, so it is important that you can demonstrate professional decorum as well as an ability to communicate and build relationships across broad audiences. A good sense of humor is appreciated (where appropriate) and a strong, dedicated work ethic is a must. Some additional requirements include:

Education & Experience:

High school diploma and three years of administrative experience (Bachelor's Degree preferred) or a combination of education and relevant experience.

Knowledge, Skills and Abilities:

Very strong interpersonal skills and a customer-service orientation.

Excellent communication skills (verbal and written) are a requirement.

Exceptional organizational skills and attention to detail.

Ability to coordinate and manage multiple projects with competing priorities, meet deadlines and project plans with short- and long-term end dates. Demonstrated success in following through and completing projects.

Ability to take initiative and ownership of projects, while still being open to new and creative solutions.

Advanced computer skills with a working knowledge of applications such as Excel, Word, PowerPoint, Project Management Software.
Why Stanford is for You:
Imagine a world without search engines or social platforms. Consider lives saved through first-ever organ transplants and research to cure illnesses. Stanford University has revolutionized the way we live and enrich the world. Supporting this mission is our diverse and dedicated 17,000 staff. We seek talent driven to impact the future of our legacy. Our culture and unique perks empower you with:

Freedom to grow. We offer career development programs, tuition reimbursement, or audit a course. Join a TedTalk, film screening, or listen to a renowned author or global leader speak.

A caring culture. We provide superb retirement plans, generous time-off, and family care resources.

A healthier you. Climb our rock wall, or choose from hundreds of health or fitness classes at our world-class exercise facilities. We also provide excellent health care benefits.

Discovery and fun. Stroll through historic sculptures, trails, and museums.

Enviable resources. Enjoy free commuter programs, ridesharing incentives, discounts and more!

How to Apply :
We invite you to apply for this position by clicking on the “Apply for Job” button. To be considered, you must submit a cover letter and resume along with your online application.

Finalist must successfully complete a background check prior to working at Stanford University.

Applicants to this position must be available to work in the United States without sponsorship for 2 years or more. OPT permit holders should confirm that they are eligible to work in the US at the Stanford GSE for two years or more.

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. Additional Information

• Schedule: Full-time
• Employee Status: Regular
• Requisition ID: 82818

Job:

Location: Graduate School of Education, 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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