Application Administrator

ABOUT STANFORD UNIVERSITY AND RESIDENTIAL & DINING ENTERPRISES:

Founded in 1891, Stanford University is among the top academic institutions in the country, excelling in a wide range of fields from the humanities to information technology to the health sciences and medicine. The university is located near Palo Alto, 35 miles south of San Francisco, on an 8,800-acre campus.

Residential & Dining Enterprises (R&DE), 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. The Department has an annual operating budget of over $270 million, oversees a 5 million sq. ft. physical plant across the campus, and provides housing for over 13,000 students and dependents, serves over 18,000 daily meals at 30 dining and retail locations and over 300,000 meals at Athletic Concessions events, and hosts 20,000 conference guests annually. Additionally, R&DE comprises 735 FTE staff in the following divisions: The Office of the Senior Associate Vice Provost, Student Housing, Stanford Dining, Stanford Hospitality & Auxiliaries, Stanford Conferences, and a team of R&DE strategic business partners: Finance & Administration, Human Resources, Information Technology and Communications.

“Students (Customers) First”  is the mantra of R&DE and our strategic goals reflect our commitment to delivering quality and excellence to our constituents every day.  In R&DE, “Excellence is defined by aligning our strategic goals and performance with our vision.”

Stanford and R&DE are committed to creating and sustaining a diverse environment. R&DE’s dedication to promoting diversity, multiculturalism, and inclusion is reflected in our work of providing service excellence to our students.  Diversity is more than a commitment—it is foundational to what we do. We are fully focused on equality and believe deeply in diversity of race, gender, sexual orientation, religion, ethnicity, national origin and all the other characteristics that make us different. 

JOB PURPOSE:

Administer, support, and manage programs or functions of R&DE Student Housing Operations (SHO) communications while working in close partnership with R&DE Strategic Communications.

CORE DUTIES*:

Independently implement, administer, and evaluate day-to-day activities of the unit, function, or program by identifying and executing tasks and objectives, making recommendations that impact policies and programs and assigning resources to achieve the goals of the program.

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.

Represent the program or function as the key contact and subject matter expert within the department, unit, or school. Commit resources and provide information and/or training. May also represent the program or function to external/internal stakeholders and constituencies.

Organize and/or participate in outreach activities that may include developing communications and training, planning/promoting events and/or conferences.

May participate in development of budgets, monitor, and approve expenditures.

May perform limited forecasting and provide recommendations that determine the budget.

May direct staff to perform various tasks and assignments.

May supervise staff.

Under the guidance of the Assistant Director and the R&DE SHO Executive Director, develop and implement a communication plan and timeline for R&DE Student Housing Operations student engagement and outreach.

Compose and design communication-related projects in line with R&DE Student Housing Operations (SHO) and R&DE Strategic Communications outreach efforts, aligned with the mission, vision and core values of R&DE.

Ensure that information included in publications follows policies and procedures.

Review, edit and approve communications, ensuring alignment with the mission, vision and core values of R&DE, compliance with communication standards, policies and procedures and communication appropriateness and accuracy. Exercise appropriate discretion in assessing the need for elevating reviews and approvals to senior leadership.

Strong communication skills verbally and written.

Strong ability to use different mediums of communication, such as social media, flier, emails, and R&DE website

Serve as R&DE SHO point person for student outreach and engagement materials, activities, events, etc.

Represent R&DE SHO on the Strategic Communications Committee

Serve as Content Manager for R&DE SHO Newsletter, “SHO Time,” and for R&DE SHO outreach materials.

Stay informed about university communications, as well as events and initiatives, to formulate the weekly SHO emails.

Work with R&DE Student Housing Assignments to ensure alignment of system use (e.g., Service Now, EMMA, etc.) and seamless connection with student outreach and communication from graduate and undergraduate housing areas.

Lead review/analysis of various R&DE SHO processes, then provide documentation of revised process with the goal of attaining process excellence.

Provide oversight and support for various outreach and engagement activities such as: Cardinal Days, resource fairs, R&DE All-Hands meetings, R&DE SHO meetings, Winter Break, etc.

Monitor email inboxes to route student questions to appropriate parties and assist with responses, as necessary.

* - Other duties may also be assigned.

Qualifications - External

MINIMUM REQUIREMENTS:

Education & Experience:

Bachelor’s degree (degree with writing focus preferred) 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.

Demonstrated ability to drive tasks to completion, managing tight deadlines and exercising resilience and influence.

Excellent writing and editing skills, with proven ability to write, edit, and organize thoughts in a clear, concise, and well-organized manner.

Excellent interpersonal skills and ability to interact effectively with a diverse array of people, including senior leaders.

Ability to exercise sound judgment routinely and independently in making decisions.

Demonstrated experience working independently and as part of a team.

Demonstrated ability to effectively collaborate with colleagues at all levels of the organization.

Relevant subject matter knowledge.

Ability to direct the work of others, for jobs requiring supervision.

Certifications and Licenses:

None

DESIRED QUALIFICATIONS:

Successfully combine hard (e.g., technical knowledge, critical and analytical thinking, problem solving) and soft skills (e.g., people skills, communication, such as active listening, interpersonal and intrapersonal relationship, teamwork, emotional intelligence, collaboration/conflict management) to meet position requirements.

Demonstrates a wide range of people (or soft skills) to build and sustain respectful and collaborative relationships/networks, internal and external to R&DE.

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.

WORKING CONDITIONS:

Occasional telecommute as approved by supervisor.

WORK STANDARDS:

Interpersonal Skills: Demonstrates the ability to work well with Stanford’s 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 .

This role is designated as essential and requires incumbents to report to the worksite. Telecommute is not an option for this role.

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 the 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.

 Background Check: Final offers of employment are contingent upon successful completion of national criminal background check, national sex offender registry search and, where applicable, a credit check and/or driving record