Front Desk Coordinator (1 Year Fixed-Term)🔍Other, Stanford, California, United States📁Administration📅Aug 09, 2019 Post Date📅84282 Requisition #Note: Not all unique aspects of the job are covered by this job description

JOB PURPOSE:

This is a 1 year fixed-term position.

The Office of the President and Provost is seeking a highly-organized Front Desk Coordinator (FDC) to provide general administrative and operational support. Under the direction of the Director of Finance, the FDC is a key team member and first point of contact. Responsibilities include: greeting and directing visitors, answering routine inquiries, maintain office supplies, equipment and ensure overall office and kitchen cleanliness.

The FDC must be able to prioritize and multi-task. A high level of dependability and organizational skills is required for this position.

Hours are 8:00am – 5:00pm Monday – Friday.

CORE DUTIES*:

• Greet visitors and route them to appropriate individuals, answer phones, and serve as a resource on unit procedures and general inquiries.
• 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.
• Track facility and/or office equipment, such as keys, vehicles, and projectors, via logs, and schedule repairs as needed.
• Create and maintain files and filing systems.
• Maintain office supplies and equipment; obtain vendor quotations, as needed.
• Review invoices for accuracy, and initiate purchase requisitions.
• Arrange meetings and assist with routine conferences including scheduling rooms, managing equipment, ordering meals and assembling materials.
• 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.
• Kitchen: Setup in the morning, empty dishwasher, restock supplies, and close in the evening by loading dishwasher and ensuring the kitchen is stocked for the next day.
• May serve as the point of contact for general maintenance, health and safety, and other facility concerns within the unit(s); report any incidents or potential safety problems to appropriate representatives.
• Maintain approved content on websites.

* - Other duties may also be assigned
MINIMUM REQUIREMENTS:
Education & Experience:
High school diploma and three years of administrative experience, or combination of education and relevant experience.
Knowledge, Skills and Abilities:

• Proficient computer skills and demonstrated experience with office software (e.g. Word, Excel, Powerpoint, etc) and email applications.
• Demonstrated success in following through and completing routine tasks.
• Strong organizational skills and attention to detail.
• Strong verbal and written communication skills.
• Excellent customer service and interpersonal skills.
• Ability to prioritize and multi-task.

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.

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, please submit a cover letter and resume along with your online application.Additional Information

• Schedule: Full-time
• Job Code: 4102
• Employee Status: Fixed-Term
• Grade: E
• Requisition ID: 84282