Admin Associate 3

Job description

Admin Associate 3🔍Land, Buildings and Real Estate, Redwood City, California, United States📁Administration📅Jun 07, 2021 Post Date📅89873 Requisition #Welcome to Land, Buildings & Real Estate

Land, Buildings & Real Estate (LBRE) is the operational core of Stanford University’s physical campus. LBRE constructs and maintains the Stanford campus, where advancements across the academic spectrum are made possible. Our work is founded upon the collective value of dedication, innovation, expertise, teamwork, and continuous improvement. We are committed to serving the university’s academic mission, as well as preserving and enhancing Stanford’s 8,180 acres, and pride ourselves on supporting the teaching and research of the university as “Caretakers of a Legacy."

Who We Are /What We Do

The Stanford Land Use & Environmental Planning (LUEP) office staff have professional expertise in the areas of land use and community planning, environmental regulation and permitting, transportation planning, mapping and spatial analysis, conservation biology, archaeology and historic preservation. We work with partners in LBRE (and other university offices) to secure land use approvals from public agencies and to monitor compliance with permit requirements. LUEP is the lead LBRE office for the Santa Clara County General Use Permit (GUP).

LUEP is responsible for program management of university activities on Stanford lands outside of the central campus, including The Dish area. We serve the specific needs of facilities development related to securing land use permits and entitlements and insuring compliance with local land use regulations. We work with local regulatory agencies to comply with the zoning and other regulations that apply to our lands and advise project planners, builders and users about the processes for obtaining permits and approvals, modifying regulations, and completing necessary environmental assessments. We also work with the local agencies to provide information about Stanford’s long-term use of the lands for consideration in the agencies’ long-term land use plans (General and Comprehensive Plans).

We catalog and record land-based resources, plan for their protection, and provide advice about land use, development and operations to avoid or minimize impacts to those resources.

We perform studies and analyses to determine suitability and capacity of Stanford’s lands to support university activities, and prepare long-term plans and strategies considering the results.

Core Duties

    Act on behalf of the Associate Vice President (AVP) and two Directors with regards to establishing priorities and identifying and resolving problems that are administrative in nature. Be first point of contact for LUEP for both external and internal inquiries. Resolve communication requests, prioritize and address administrative issues on behalf of the AVP and Directors.Oversee and/or perform duties associated with scheduling, organizing, and operating complex retreats, community engagement events, and roundtables, including arranging with vendors for services, overseeing the production and distribution of materials, administering logistics, and managing event within budget.Compose and draft documents and correspondence for presentations, course handouts, grants, conferences, seminars, and reports; perform substantial research 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) without prior consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies. Specifically support the AVP and two Directors on the LUEP team on managing their calendars, resolving conflicts and coordinating with other administrative associates across the university.Create complex reports and spreadsheets which may utilize specialized software and systems. These could include matrices for tracking internal processes, proofreading documents, creating bibliographies or collating publications.Oversee and/or process a variety of complex financial transactions; produce, monitor, and reconcile budget statements; research, identify, and resolve discrepancies. May assist with capital or special equipment requests and/or vendor selection. May perform human resources transactional support, e.g. time cards and I9s.Coordinate complex office moves. Plan and coordinate routine remodeling and renovations.Analyze and review material and extract pertinent information for briefing purposes, including reviewing environmental documents, public hearing agendas, and staff reports. Occasionally transcribe portions of audio meetings.Oversee and manage team morale, including tracking birthdays and Stanford anniversaries. Provide support in planning team retreats or social events. Attend meetings on behalf of the AVP to take administrative notes and record action items, assemble meeting agendas, and push out communication to team at the direction of the AVP. Use software platforms such as Microsoft Suite, Google Docs, Box, SLACK, and MURAL to organize meeting information and correspondence. Other duties may also be assigned.
Note: Not all unique aspects of the job are covered by this job description

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,

Qualifications - External

Education & Experience

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

Knowledge, Skills and Abilities

    Excellent verbal and written communication skills.Excellent organizational skills and attention to detail.Ability to prioritize, multi-task Proven success in following through and completing projects Ability to take initiative and ownership of projects.Advanced computer skills and demonstrated experience with office software and email applications.Excellent customer service and interpersonal skills.Ability to routinely and independently exercise sound judgment in making decisions.

Certifications and Licenses



    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.

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.

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.

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.

Additional Information
  • Schedule: Full-time
  • Job Code: 4103
  • Employee Status: Regular
  • Grade: F
  • Requisition ID: 89873




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Job No:
Posted: 6/8/2021
Application Due: 8/7/2021
Work Type: Full Time