Office Manager and Administrative Coordinator Stanford University, Residential & Dining Enterprises United States

Office Manager and Administrative Coordinator

 

Residential & Dining Enterprises, California, United States

Administration

 

RESIDENTIAL & DINING ENTERPRISES (R&DE):

 

Residential & Dining Enterprises, the largest auxiliary organization at Stanford University, supports the academic mission of the University by providing the highest quality services to students and other members of the university community. R&DE has an annual operating budget of over $270 million, oversees a 5 million sq. ft. physical plant across the campus, provides housing for over 12,000 students, serves over 18,000 daily meals at 30 dining and retail locations and over 500,000 meals at Athletic Concessions events, and hosts 20,000 conference guests annually. R&DE comprises 1100+ staff in the following divisions: the Office of the Senior Associate Vice Provost (SAVP), Student Housing Operations, Stanford Dining, Stanford Hospitality & Auxiliaries, Stanford Conferences, and a team of R&DE strategic business partners: Finance & Administration, Human Resources, Information Technology, Maintenance Operations and Capital Projects, and Strategic Communications.

 

JOB PURPOSE:

 

Administer and support programs or functions under general supervision.

 

CORE DUTIES*:

  • Act as office manager and independently implement, administer and evaluate day-to-day activities of Student Housing Assignments Office. . Serve as key contact for administrative functions for the office.
  • Collect and analyze data, create reports, review and explain trends; formulate and evaluate alternative solutions and/or recommendations to achieve the goals of the program or function.
  • Analyze and interpret policies; develop, revise and implement procedures for program or function. Maintain records as required to meet university protocols.
  • Represent the program or function within the department, unit or school. May also represent the program or function to external constituencies.
  • Organize and/or participate in outreach activities that may include communications, events, training, and/or conferences. May participate in development of budgets or oversee budgets and monitor and approve expenditures.  Manage department purchase card and travel card according to university policies, including all aspects of reconciliation.
  • May direct temporary staff to perform various tasks and assignments. May also supervise temporary or student staff.
  • Provide administrative support for five Housing Assignment managers and the Director of Housing Assignments
  • Assist R&DE Student Housing Operations Executive Assistant and Housing Operations Coordinator as requested.
  • Provide administrative oversight for Housing Assignments office  (e.g. supply ordering, conference room scheduling and event planning, building manager duties, vehicle log maintenance, monitoring staff time-off requests, etc.)
  • Arrange for travel for  housing assignment and housing operations professional staff
  •  Oversee the hiring of three or four temporary and/or student summer staff members

* - Other duties may also be assigned

 

MINIMUM REQUIREMENTS:

 

Education & Experience:

 

Bachelor’s degree and three years of relevant experience, or combination of education and relevant experience.

 

Knowledge, Skills and Abilities:

  • Demonstrated ability to prioritize own work and multi-task.
  • Demonstrated excellent organizational skills.
  • Demonstrated ability to take initiative and ownership of projects.
  • Ability to communicate effectively both orally and in writing.
  • Ability to routinely and independently exercise sound judgment in making decisions.
  • Demonstrated experience working independently and as part of a team.
  • Relevant subject matter knowledge.
  • Ability to direct the work of others, for jobs requiring supervision.

Certifications and Licenses:

None

 

PHYSICAL REQUIREMENTS*:

  • Constantly perform desk-based computer tasks.
  • Frequently stand/walk, sitting, grasp lightly/fine manipulation.
  • Occasionally use a telephone.
  • Rarely lift/carry/push/pull objects that weigh 11-20 pounds.

* - 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.

 

 

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

Job Code: 4121

Job Grade: H

 

 

"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." 

 


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