Administrative and Facilities Coordinator

🔍 Office of the General Counsel, Stanford, California, United States

📁: Administration

📅   : May 06, 2024 Post Date

📅   : 103125 Requisition #

Reporting to the Deputy General Counsel and Managing Attorney, the Administrative and Facilities Coordinator will provide administrative and operational support with limited supervision. The ideal candidate will thrive in a fast-paced, dynamic environment and being part of a collaborative team. They must have excellent communication skills, enjoy working with a wide variety of people, and have strong organization skills, and the ability to multi-task and prioritize quickly and professionally in response to requests.

Core Duties:

Oversee and process a variety of complex financial transactions and reconciliations (e.g., law firm and vendor payments; office reimbursements; p-card and t-card verifications and iJournals); research, identify, and resolve discrepancies.
Serve as administrator of legal office systems such as matter management and time-keeping systems (e.g., open and update matters; compile information from various systems to create reports). Answer queries (from attorneys, clients and outside law firms) related to topics such as outside counsel spending totals, client reports and expense and payment status.
Serve as point of contact for office facilities and maintenance issues. This includes but is not limited to initiating work requests and monitoring completing; coordinating and monitoring maintenance services completion (trash, utilities, custodial, alarms, pest control, inspections, shredding, carpet cleaning, office systems); serving as department property administrator. Provide updates, alerts and notifications to office and help onboard new employees with respect to office and building matters.
Conduct inventory, order and restock all office supplies.
Plan and coordinate office set-ups, moves and/or renovation projects.
Assist with event coordination (office and client meetings, OGC retreat, etc.), including booking rooms, arranging with vendors for services, obtaining food and supplies, administering logistics, and managing event within budget.
Other duties, responsibilities and special projects as needed.

Minimum requirements:

Education & Experience

High school diploma and four years of administrative experience, or combination of education and relevant experience.

Knowledge, Skills and Abilities

Advanced computer skills and demonstrated experience with office software and email applications.
Demonstrated success in following through and completing project.
Excellent organizational skills and attention to detail.
Strong verbal and written communication skills.
Excellent customer service and interpersonal skill.
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 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.

Physical requirements*

Frequently stand/walk, seated, performs desk-based computer tasks.
Occasionally twist/bend/stoop/squat, reach/work above shoulders, grasp lightly/fine manipulation, use a telephone, writing by hand, lift/carry/push/pull objects that weigh up to 20 pounds.
Rarely kneel/crawl, grasp forcefully, sort/file paperwork or parts
*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.

The expected pay range for this position is $33.17 to $43.75 per hour. At Stanford University, base pay represents only one aspect of the comprehensive rewards package. The Cardinal at Work website (https://cardinalatwork.stanford.edu/benefits-rewards) provides detailed information on Stanford’s extensive range of benefits and rewards offered to employees. Specifics about the rewards package for this position may be discussed during the hiring process. Stanford University provides pay ranges representing its good faith estimate of what the university reasonably expects to pay for a position. The pay offered to a selected candidate will be determined based on factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, geographic location and external market pay for comparable jobs.

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.

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.

Additional Information