Senior Operations Associate
(Administrative Associate 3)
Job Code: 4103
Job Grade: F
FTE: 100%, Non-exempt
Office of the President and Provost
Stanford Pre-Collegiate Studies (SPCS) is an innovative center for pre-collegiate education committed to Stanford’s ideals of academic excellence and respect for diversity of backgrounds and experiences. SPCS brings together intellectually curious students from around the world in engaging learning communities, designed to foster critical thinking, promote personal growth, and inspire dedication to lifelong learning in the next generation of global citizens.
Under the supervision of the Associate Director of Administration and in collaboration with a small team, you will provide support to a number of diverse internal and external clients and perform a broad range of administrative duties. As a partner with a variety of departments, you will have a keen understanding of how the University functions and the opportunities available to you for career progression. Are you personable, proactive, and solution-oriented? Then this position may be the right fit for you!
PLEASE NOTE: This position is located at Stanford’s new Redwood City Campus. https://redwoodcity.stanford.edu/
Your responsibilities include:
- Act on behalf of the Associate Director of Operations (ADO) to identify, prioritize, and resolve routine and complex problems that are operational, administrative, or financial in nature. This role will help to identify inefficient, wasteful, or underdeveloped processes and create and implement tools or modify processes to resolve issues.
- Oversee and/or perform duties associated with scheduling, organizing, and operating complex conferences, seminars, and events, including arranging with vendors for services, overseeing the production and distribution of materials, administering logistics, and managing event within budget. This role may help to plan, support, or manage events outside of the summer program period, including training sessions, outreach events, conferences, and major cross-department meetings.
- Compose and draft documents and correspondence for presentations, course handouts, grants, conferences, seminars, and reports; perform substantial 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. Ensure accuracy, consistency, and tone of outgoing communication to external audiences (such as prospective applicants, parents, and participants). Provide customer service guidance and feedback to staff and serve as an escalation point of contact for inquiries which require specialized program knowledge or additional attention.
- Plan and schedule calendar(s) with limited consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies. This role will be responsible for the scheduling of contingent staff in support of summer residential activities from June through August.
- Create complex reports and spreadsheets which may utilize specialized software and systems. Manage Zendesk ticketing system and assist with training and documentation. Build out reports and dashboards as needed, analyze trends, identify and improve inadequate messaging.
- 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. This role will be responsible for coordinating with academic program directors and other SPCS staff to prepare or oversee the preparation of requisitions for complex purchase orders, including high-dollar purchases and orders with complex contractual requirements. This role may serve as a purchase card approver as required during periods of high transaction volume.
- This role will lead staff and supervise day-to-day work of student and contingent workers, assigning, and prioritizing workloads, setting appropriate deadlines, reviewing work for quality and timeliness, and providing performance review input. This role will be directly responsible for the management of the Summer Operations Support (SOS) team, a workgroup composed of up to 8 contingent staff. This group coordinates fleet and technology assets and oversees distribution of supplies and mail to summer program participants.
To be successful in this position, you will bring:
- A high school diploma and four years of administrative experience, or combination of education and relevant experience.
- Proficiency in Microsoft Office and Google Suite applications.
- Demonstrated success in following through and completing routine tasks.
- Strong 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.
- Ability to constantly perform desk-based computer and office related tasks
In addition, preferred requirements include:
- An associate or bachelor’s degree.
- Advanced computer skills and demonstrated experience with office software and email applications.
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!
How to Apply
We invite you to apply for this position by clicking on the “Apply for Job” button. To be considered, please submit a cover letter and résumé along with your online application. Your one-page cover letter should briefly describe your background in customer service and provide examples of your experience with attention to detail, responsiveness, and decision-making.
**Note: 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
* Visa sponsorship is not available for this position. All candidates must be eligible to work in the U.S.
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