Communications and Operations Administrator

Job description

Communications and Operations Administrator🔍Vice Provost for Graduate Education, Stanford, California, United States📁Administration📅Nov 09, 2020 Post Date📅87732 Requisition #The Office of the Vice Provost for Graduate Education is a dynamic and fast-paced team that delivers programs to Stanford’s 9,000+ graduate students and 3,000+ postdoctoral scholars. The office works collaboratively across the university, with schools and other VP areas, to enhance the graduate educational experience. The VPGE supports programs, administration and service to the university community and graduate students in five portfolio areas: fellowships and funding, professional development, diversity and inclusion, interdisciplinary learning and academic guidance.

Job Purpose

In this rewarding position, you will contribute to the vision, strategy, and goals of the Office of the VPGE. Under the direction of the Associate Vice Provost, you will provide complex administrative and operational support to the Vice Provost and senior VPGE staff with minimal supervision. Responsibilities include composing communications for the Vice Provost of Graduate Education and Postdoctoral Affairs and senior VPGE staff, such as correspondence, proposals, presentations, stewardship and award letters, and content for websites, and coordinating communications with other departments. You will manage the limited award process and workflow with School Dean’s Office staff to announce, collect and submit nominations for University-wide external awards while managing the data collection and reporting; and manage requests for funding and sponsorship from faculty and other campus partners. You will also provide human resources administrative support, acting as the first point of contact for most human resources inquiries, coordinating staff hiring searches, and serving as a resource to staff and faculty on human resources policies, procedures, and practices. You will also understand graduate academic policies and will support the Vice Provost and senior staff in overseeing and implementing university policies.

  • Act on behalf of the supervisor, department manager, or vice provost with regards to establishing priorities and identifying and resolving problems that are administrative in nature.

  • Research and/or write background information for meetings.

  • Compose and draft documents and correspondence for presentations and reports; perform substantial research editing and fact checking.

  • Create, maintain, modify, and/or ensure accuracy of content in various VPGE and university documents, displays, reports, brochures, social media, and/or websites.

  • Oversee and/or perform duties associated with scheduling and organizing limited award review committee meetings, including arranging with vendors for services, overseeing the production and distribution of materials, administering logistics, and managing within budget.

  • Oversee various funding request processes utilizing online application tools; draft correspondence and manage the collection of data during and after the process.

  • Plan and schedule calendar(s) without prior consultation, resolve calendaring conflicts, and may arrange travel in compliance with unit, university, and sponsor policies.

  • Create complex reports and spreadsheets which may utilize specialized software and systems. Make recommendations based on reports. Maintain data regarding nomination processes.

  • Analyze and review material and extract pertinent information for briefing purposes.

  • Serve as a resource on human resources issues, effectively communicate human resources policies, and explain human resources processes and procedures. Resolve basic issues as appropriate. Refer other issues to human resources manager/director or supervisor for resolution.

  • Coordinate the recruitment process, including job postings, interview scheduling, and applicant disposition with hiring managers, human resources staff, and/or supervisors.

  • Support and coordinate employment activities (transactions and documentation). Assist in onboarding and exit process of staff.

  • Perform administrative duties that support the role of the Vice Provost and senior staff.

To be successful in this position, you will bring:

High school diploma and six years of administrative experience, or combination of education and relevant experience.

  • Excellent verbal and written communication and editing skills.

  • Excellent organizational skills and attention to detail.

  • Proven success in following through and completing projects with minimal supervision.

  • Advanced computer skills and demonstrated experience with office software and email applications.

  • 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.

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!

The job duties listed are typical examples of work performed by positions in this job classification and are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks, and responsibilities. Specific duties and responsibilities may vary depending on department or program needs without changing the general nature and scope of the job or level of responsibility. Employees may also perform other duties as assigned.

Stanford is an equal employment opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law. Stanford welcomes applications from all who would bring additional dimensions to the University’s research, teaching and clinical missions.

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
  • Job Code: 4104
  • Employee Status: Regular
  • Grade: G
  • Requisition ID: 87732




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Job No:
Posted: 11/11/2020
Application Due: 1/10/2021
Work Type: