Administrative Manager (hybrid)

Administrative Manager (hybrid)

The School of Humanities and Sciences (H&S) is the foundation of a liberal arts education at Stanford. The school encompasses 24 departments and 24 interdisciplinary programs. H&S is home to fundamental and applied research, where free, open, and critical inquiry is pursued across disciplines. As the university’s largest school, H&S serves as the foundation of a Stanford undergraduate education no matter which discipline students pursue as a major. Graduate students work alongside world-renowned faculty to pursue and shape foundational research that leads to breakthroughs and discoveries that shed new light on the past, influence the present, and shape the future. Together, faculty and students in H&S engage in inspirational teaching, learning, and research every day.

Stanford's Physics Department is a teaching and research department in the School of Humanities and Sciences.  For undergraduates, we offer Physics majors and minors with a variety of pathways.  For graduate students, we offer a Physics Ph.D. program. The department has approximately 50 faculty members, over 200 graduate students, over 100 undergraduate students, over 60 postdocs, approximately 20 administrative staff and 10 teaching staff members.

The Department of Physics is seeking an Administrative Manager to lead and manage faculty administration support in the department, including the supervision of all faculty administrator staff. There are currently 5 faculty admins who provide support for approximately 25 faculty and their research groups housed in the Varian building, including those in the Stanford Institute for Theoretical Physics (SITP) program. The Administrative Manager will work in consultation with and under the general supervision of the Director of Finance and Operations, to ensure faculty admin staff are delivering high quality work and service to their stakeholders.

This role will partner with key department colleagues to strive for continuous process improvement by reviewing, assessing, and evaluating current and future needs, and providing solutions and recommendations towards achieving best practices for all work performed by faculty admin staff. This role will serve as the local subject matter expert on interpreting university policies and procedures as it relates to the faculty administrator role. They will provide guidance, training, and mentorship in the development of the faculty admin staff team.

Additionally, this role will partner with SITP leadership to ensure seamless program execution for SITP. Depending on operational and business needs, this role may also be assigned their own portfolio of faculty and research groups for whom they may provide support. This role will be part of the department’s senior management team and may serve on staff committees and work on other administrative initiatives in the department.

This is a 100% FTE, continuing, exempt position. This position will be based on the Stanford campus and will be considered for an option of telecommuting (hybrid of working on-site and off-site), subject to operational need.

If you believe that this opportunity is a match for your knowledge, skills and abilities, we encourage you to apply. A cover letter and resume are required. Thank you for considering employment opportunities with the School of Humanities and Sciences.

CORE DUTIES:

·       Oversee department faculty administrative support, including the supervision of faculty admin staff and their work

·       Train, mentor, and coach staff on how to perform their job functions

• 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.

* Other duties may also be assigned.