OCRO Administrative Associate

🔍 Business Affairs, Redwood City, California, United States

📁: Administration

📅   : Apr 11, 2024 Post Date

📅   : 101783 Requisition #

Stanford is one of the world’s leading universities, supported by diverse staff who share a passion for the University’s teaching, learning, research, and clinical care mission. Stanford provides a culture of excellence, innovation, collaboration, and life-long learning. Explore some of the many perks enjoyed by our employees.

Along with many of the University’s administrative departments, the Office of the Chief Risk Officer (OCRO) is based at Stanford’s Redwood City campus, featuring state-of-the-art buildings, a recreation and fitness center, dining pavilion, and central Bay Area location, five miles away from the historical Stanford campus.

The Office of the Chief Risk Officer strives to be a valued partner and advisor to the administration, faculty, and Board-level governing bodies of Stanford, including the Audit, Compliance, and Risk Committee of the Board of Trustees. The mission of the Office of the Chief Risk Officer is to provide independent, objective assurance and consulting services designed to add value and improve the operations of Stanford University, Stanford Medicine, and other related organizations. OCRO includes the functions of enterprise risk management, ethics and compliance, internal audit, information privacy, information security, global risk management, and insurance and claims risk management.

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.

JOB PURPOSE:
The OCRO Administrative Associate provides advanced, diversified office, project, and administrative coordination, and support of a substantial and confidential nature within the Office of the Chief Risk Officer. The role closely collaborates with and supports the senior executives who make up the OCRO senior staff. This role anticipates leadership’s needs, proactively communicates, solves problems, independently handles issues, and performs work autonomously, without specific instructions or prescribed procedures and with delegated authority to exercise discretion and judgment regarding matters of significance on behalf of the executives. This role will report directly to the Executive Program Manager.

CORE DUTIES:

- Plan and schedule calendar(s) for OCRO senior staff with limited consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
- Act on behalf of the supervisor to establish priorities and identify and resolve problems that are administrative in nature. Respond to inquiries, and determine and take appropriate action as required. Perform office duties including, but not limited to, handling of incoming and outgoing mail, issuing memos and reports, managing access to digital and paper files, and monitoring and ordering office supplies.
- Oversee and/or perform duties associated with office-wide 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 events within budget.
- Compose and draft documents and correspondence for presentations, handouts, conferences, seminars, and reports. Create, maintain, modify, and/or ensure accuracy of content in various unit documents, displays, reports, brochures, social media, and/or websites.
- Create complex reports and spreadsheets which may utilize specialized software and systems.
- Serve as lead coordinator for the OCRO STAR (performance recognition) Committee.
- Provide backup support in processing 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.
- Serve as the department Time and Leave Administrator, ensuring compliance with university policies and overseeing timely and accurate pay period reporting.
- Coordinate and monitor routine maintenance services completion.

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 projects.
- Excellent 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.

Certifications and Licenses:

- None

PHYSICAL REQUIREMENTS*:

- Constantly perform desk-based computer tasks.
- Frequently sit.
- 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 the job.

WORKING CONDITIONS:

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.

Why Stanford Is for You
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, and a flexible work environment. Join a TedTalk, film screening, or listen to a renowned author or global leader speak.
- A caring environment. 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 premier 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.
- Redwood City. Our new Stanford Redwood City campus is the workplace for approximately 2,700 staff whose jobs are important to supporting Stanford's mission. The campus offers amenities such as an onsite cafe, a high-end fitness facility with an outdoor pool, and a childcare center for Stanford families.

The expected pay range for this position is $33.17 to $43.75 per hour for hybrid positions.
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. 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.

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 accommodations to applicants and employees with disabilities. Applicants requiring a reasonable accommodation for any part of the application or hiring process should contact Stanford University Human Resources at stanfordelr@stanford.edu. For all other inquiries, please submit a contact form.

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.

Additional Information