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Business and Facilities Administrator

2 months ago

Stanford, United States Stanford University Full time
Job Summary

We are seeking a highly skilled Business and Facilities Administrator to provide administrative and operational support to the business functions of Stanford Online High School. The ideal candidate will have a strong background in administration, excellent communication skills, and the ability to work independently.

Key Responsibilities
  • Provide administrative support to the Assistant Director of Outreach Business Operations and other central leadership staff.
  • Manage office and facility needs, including coordinating routine maintenance services and serving as the department Floor Manager and Point of Contact for Academy Hall at Stanford's Redwood City campus.
  • Liaise with the Redwood City Planning Task Force and attend quarterly meetings to coordinate operational details of mid- to long-term projects.
  • Manage equipment tracking inventory, coordinate with the tech team, and collaborate with HR on equipment dispersal for new employees.
  • Manage mail sorting, equipment maintenance, kitchen supplies, and oversee scheduling and use of conference rooms.
  • Identify and resolve problems that are administrative in nature, prioritizing appropriately.
  • Oversee and/or perform duties associated with scheduling, organizing, and operating complex conferences, seminars, and key events.
  • Plan and schedule calendar(s) with limited consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
  • Create complex reports and spreadsheets using specialized software and systems.
  • Coordinate and process a variety of complex financial transactions, produce, monitor, and reconcile budget statements, research, identify, and resolve discrepancies.
  • Manage Honoraria processing, maintaining and refining written documentation.
  • Create purchase orders, requisitions, and process p-card transactions.
  • May assist with capital or special equipment requests and/or vendor selection.
  • Provide robust support for the school's Annual Fund Campaign, maintaining gift records, and preparing donor communications.
Requirements
  • High school diploma and four years of administrative experience, or combination of education and relevant experience.
  • Advanced computer skills and demonstrated experience with office software and email applications.
  • Demonstrated success in independently following through and completing projects.
  • Excellent organizational skills and attention to detail.
  • Strong verbal and written communication skills.
  • 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.
Work Environment

This position is based in Redwood City, CA, and an onsite presence is required.

Why Stanford is for You

Stanford University is a world-renowned institution that values diversity, equity, and inclusion. We offer a comprehensive benefits package, including health insurance, retirement plans, and paid time off. Our employees enjoy a dynamic and supportive work environment, with opportunities for professional growth and development.