Office Manager & Executive Assistant

Stanford University, recognized as one of the most prestigious and innovative academic institutions in the world, has an opening for an Office Manager & Executive Assistant in the Department of Learning Technologies & Spaces, a unit of the Division of Student Affairs.

This Division, with students as our focus, engages with a range of constituents including faculty, staff, parents, alumni, as well as other groups in the external community. Student Affairs staff act with integrity in pursuit of the highest professional standards, as we educate, serve and learn. These guiding principles, and the overall quality of Stanford’s faculty, students and staff, make it an intensely creative and rewarding place to work. Inclusion and diversity are integral to Stanford’s commitment to excellence.

JOB PURPOSE:

Learning Technologies & Spaces (LTS) is seeking an Office Manager & Executive Assistant (OM/EA) to support the Associate Vice Provost (AVP), Assistant Vice Provost, and Director of Finance and Administration (DFA) while ensuring smooth coordination of office operations, events, finance, and facilities. Reporting to the AVP with a dotted-line report to the DFA, the OM/EA will anticipate the needs of and respond to ad hoc requests from LTS leadership. The OM/EA provides executive level administrative support; reviews student employee timecard entries; verifies financial transactions as backup to the Finance Analyst; coordinates LTS event logistics; manages office and kitchen supply ordering; assists with building card access; and serves as the on-site contact for facilities work orders including ticket tracking and coordination with trades. The OM/EA plans and executes the twice-annual Anchor Week on-site event and composes and publishes the quarterly LTS newsletter. This role includes regular 1:1 meetings with the AVP, Assistant Vice Provost, DFA, and Finance Analyst for alignment, as well as ongoing training to maintain proficiency in systems and readiness to serve as an on-site emergency coordinator, if needed. Success in this role requires exceptional organization, discretion, clear communication, resourcefulness, and initiative. Familiarity with Oracle Financials, Microsoft Office Suite, Google Suite is required; Canva, Trello, Slack and Asana are preferred. This is an on-site position.

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.
• Research and/or write background information for meetings. Participate in meetings on supervisor’s behalf, inform after the fact.
• 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 events within budget.
• Plan and schedule calendar(s) without prior 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. Make recommendations based on reports.
• 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 complex office moves. Plan and coordinate routine remodeling and renovations.
• Analyze and review material and extract pertinent information for briefing purposes.
• Positions at this level also include one or more of the following duties:
  • In conjunction with financial lead and/or principal investigator, assist with sponsored project research proposal submissions and post award administration.
  • Responsible for leading the administrative functions of a program or unit.
  • Perform human resources transactional support and/or faculty affairs support; coordinate or manage the visa process.
  • Serve as building coordinator.
  • Oversee or supervise day-to-day work of other administrative or support staff, student and/or temporary workers, including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, reviewing work for quality, timeliness, and providing performance review input.

* 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.