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Administration
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86447 Requisition #

The Precourt Institute for Energy is the interdisciplinary hub for energy research, education and convening at Stanford and serves to create a community for scholars, business leaders, policymakers and others seeking solutions to the world’s most difficult energy challenges.

 

The Precourt Institute for Energy is seeking a customer-service driven, creative, collaborative, strategic, results-oriented Office Administrator to perform administrative functions. Reporting to the Director for Operations and Chief of Staff, key areas of focus for the position include human resources, supporting infrastructure systems and ongoing process development, managing financial transactions, and functioning as a receptionist. The Office Administrator must have exceptional verbal and written communication skills with a strong orientation to details. A successful candidate for this role will be comfortable as an administrative “go-to” person. The ideal candidate will be highly organized, self-motivated, resourceful, dependable, self-directed and a flexible team player with strong follow-up skills, and a positive “can do” attitude.

 

This role requires a dependable ability to multi-task and switch hats often. The Office Administrator must be able to work well under pressure, consistently adapt to change, and be able to work responsibly and independently to support and proactively engage with people in a highly demanding and energetic environment. This position is central to the Institute’s operations. A strong customer service-driven orientation with effective team collaboration and interpersonal skills are highly desired to be effective for this role. A familiarity with Stanford’s policies and procedures and an interest in energy would be a plus. 


JOB PURPOSE:

Provide administrative or operational support with limited supervision. May be responsible for leading other administrative staff or subordinates.

CORE DUTIES:
  • Act on behalf of the supervisor, department manager, or chair in regards to establishing priorities and identifying and resolving problems that are administrative in nature.
  • 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.
  • 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.
  • Plan and schedule calendar(s) with limited consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
  • Create complex reports and spreadsheets which may utilize specialized software and systems.
  • 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.
  • Coordinate and monitor routine maintenance services completion.  Plan and coordinate office moves and/or minor renovation projects.
  • May lead staff or supervise day-to-day work of student and/or temporary workers, including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, reviewing work for quality and timeliness, and providing performance review input.
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.
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.

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.
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.

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