Program and Facilities Administrator

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POST DATE 8/9/2016
END DATE 10/9/2016

Stanford University Stanford, CA

Company
Stanford University
Job Classification
Full Time
Company Ref #
857314
AJE Ref #
575821495
Location
Stanford, CA
Job Type
Regular

JOB DESCRIPTION

APPLY
Stanford University

Program and Facilities Administrator

Job Number: 72056

Stanford Bio-X supports, organizes, and facilitates https://biox.stanford.edu/research connected to biology and medicine. Ideas and methods embodied in engineering, computer science, physics, chemistry, and other fields are being brought to bear upon important challenges in bioscience. In turn, bioscience creates new opportunities in other fields. Significant discoveries and creative inventions are accelerated through formation of new collaborative teams. https://biox.stanford.edu/about/people are broadening and enriching their training in science and technology to more fully integrate fields, departments, and schools at Stanford. https://biox.stanford.edu/events for Bio-X participants and for the public are planned to motivate thoughtful discussions of social and ethical issues connected with scientific advances. We aim to make Stanford the most exciting place in the world for combining a broad range of scientific and engineering disciplines in biosciences research and for training the next generation of leaders.

Under the direction of the Executive Director and working closely with other team members, the Bio-X and Clark Center Administrator will be one of the central customer service liaisons between the Clark Center and building occupants. The Facilities administrator will process customer requests to ensure prompt response and satisfactory resolution of all Clark Center related customer requests. Managing the seminar and auditorium room schedule and maintaining the room equipment is a major responsibility of the position.

CORE DUTIES*:

Respond to inquiries, and determine and take appropriate action as required. Serve as a resource regarding a defined set of policies and procedures.
Perform duties associated with scheduling, organizing, and operating conferences, seminars, and events, including recommending vendors for services, overseeing the production and distribution of materials, coordinating logistics, and serving as liaison with internal and external vendors.
Draft and/or generate routine communications; coordinate production (formatting, copying, etc.) and dissemination of documents, such as presentations, course handouts, grant proposals, conference and seminar materials, complex reports, brochures, and displays.
Plan and schedule calendar(s) based on consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
Process and monitor routine financial transactions, which may include researching and resolving discrepancies.
Maintain office supplies and equipment; obtain vendor quotations, as needed. Coordinate office moves.
May serve as the point of contact for general maintenance, health and safety, and other facility concerns within the unit(s); report any incidents or potential safety problems to appropriate representatives. Track completion of required training.
Maintain approved content on websites.
May perform human resources transactional support, e.g. time cards, I9s, and/or faculty affairs support.
May guide and train student and/or contingent workers including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, and reviewing work for quality and timeliness.

- Other duties may also be assigned

Education & Experience:
High school diploma and three years of administrative experience, or combination of education and relevant experience.
Knowledge, Skills and Abilities:

Proficient computer skills and demonstrated experience with office software and email 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 and multi-task.
Certifications and Licenses:
None
PHYSICAL REQUIREMENTS*:

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 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.

* Background check will be required for all final candidates.

Stanford is an equal opportunity employer and all qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.

We are not able to provide relocation or sponsorship for this position. Thank you for your interest!

Job: Administration

Location: Dean of Research

Schedule: Full-time

Classification Level:

To be considered for this position please visit our web site and apply on line at the following link: http://apptrkr.com/857314

Stanford is an equal opportunity employer and all qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.

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