Administrative Associate

Stanford University - Redwood City, CA4.3

Full-timeEstimated: $44,000 - $58,000 a year
Note: Not all unique aspects of the job are covered by this job description

Welcome to Land, Buildings & Real Estate:
Land, Buildings & Real Estate (LBRE) is the operational core of Stanford University’s physical campus. LBRE constructs and maintains the Stanford campus, where advancements across the academic spectrum are made possible. Our work is founded upon the collective value of dedication, innovation, expertise, teamwork, and continuous improvement. We are committed to serving the university’s academic mission, as well as preserving and enhancing Stanford’s 8,180 acres, and pride ourselves on supporting the teaching and research of the university as “Caretakers of a Legacy."

Who We Are /What We Do

The Stanford Land Use & Environmental Planning (LUEP) office staff have professional expertise in the areas of land use and community planning, environmental regulation and permitting, transportation planning, mapping and spatial analysis, conservation biology, archaeology and historic preservation. We work with partners in LBRE (and other university offices) to secure land use approvals from public agencies and to monitor compliance with permit requirements. LUEP is the lead LBRE office for the Santa Clara County General Use Permit (GUP).
LUEP is responsible for program management of university activities on Stanford lands outside of the central campus, including The Dish area.
We serve the specific needs of facilities development related to securing land use permits and entitlements and insuring compliance with local land use regulations. We work with local regulatory agencies to comply with the zoning and other regulations that apply to our lands and advise project planners, builders and users about the processes for obtaining permits and approvals, modifying regulations, and completing necessary environmental assessments. We also work with the local agencies to provide information about Stanford’s long-term use of the lands for consideration in the agencies’ long-term land use plans (General and Comprehensive Plans).
We catalog and record land-based resources, plan for their protection, and provide advice about land use, development and operations to avoid or minimize impacts to those resources.
We perform studies and analyses to determine suitability and capacity of Stanford’s lands to support university activities, and prepare long-term plans and strategies considering the results.

Who We Are /What We Do

  • 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 event within budget.
  • Compose and draft documents and correspondence for presentations, course handouts, grants, conferences, seminars, and reports; perform substantial research 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) 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:
1. In conjunction with financial lead and/or principal investigator, assist with sponsored project research proposal submissions and post award administration.
2. Responsible for leading the administrative functions of a program or unit.
3. Perform human resources transactional support and/or faculty affairs support; coordinate or manage the visa process.
4. Serve as building coordinator.
5. 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.

  • - Other duties may also be assigned
Education & Experience:
High school diploma and six 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.
  • Proven success in following through and completing projects.
  • Excellent organizational skills and attention to detail.
  • Excellent 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:

  • 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.
  • - 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.
Job Family: Administration
Job Series: Administrative Associate
Job Code: 4104
Grade: G
Exemption: Non-exempt