Administrative Operations Coordinator
Stanford University

Administrative Operations Coordinator 🔍Graduate School of Education, Stanford, California, United States📁Administration📅Nov 08, 2022 Post Date📅96916 Requisition #Who We Are:The Stanford University Graduate School of Education (GSE) is a top-ranked school of education, known for its prestigious faculty, rigorous graduate degree programs, and its impact on the quality of education across the world. The GSE is committed to developing leaders in education research, practice, and policy. Our community includes over 60 faculty, 400 students, 200 staff, 14,000 alumni and countless people from the local and global communities we work with and impact. The GSE seeks a full-time Operations Coordinator to provide detailed, diversified administrative support for the Graduate School of Education IT department. As a member of the GSE IT Team, you will join a dynamic and welcoming community where everyone has a chance to be a creative problem solver and move projects forward. Our team collaborates with the academic community to design and deliver hands-on support that aligns with Stanford's vision for inter-disciplinary and innovated technology solutions. If you have an interest in educational technology solutions and an overall excitement about technology, come join our team at the GSE! The Operations Coordinator position is based on the Stanford main campus and will be considered for a hybrid work arrangement with a minimum of 3 days on-site per week, subject to operational need. Interested candidates must include a resume and cover letter with their application. What You'll Do: Reporting to the Associate Director of IT in the GSE Dean's Office, the Operations Coordinator (OC) will be the primary point of contact and customer service specialist for all IT-related matters. The OC will provide administrative support for new and on-going projects, including the procurement and management of hardware, software and cloud solutions for faculty, staff, and students. Routine tasks include purchasing, tracking, and managing the inventory, deployment, and disposal of equipment. The OC will troubleshoot, and problem-solve issues related to office and team moves, conference room tech issues, and established vendor relationships and payments. The OC will also provide occasional administrative support-calendaring, reimbursement, meeting coordination-for GSE IT leadership. Core duties will include:

• Act on behalf of the supervisors regarding establishing priorities and identifying and resolving problems that are administrative in nature. Provide administrative support for Associate Dean and GSE IT Supervisors.
Coordinate, attend, document, & update weekly GSE IT supervisor meetings and follow up with decisions and action items
• Oversee and perform duties associated with scheduling, organizing, and operating workshops, seminars, meetings, team activities, and events, including arranging with vendors for services, overseeing the production and distribution of materials, administering logistics, and managing event within budgets.
• Handle property administration by completing tagging, data entry and inventory; completing purchase orders, receiving; and completing record keeping, tracking
• Coordinate communications services (network administration, desktop support, primary troubleshooting, and telephone liaison); provide updates, alerts, notifications to building occupants.
• 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. Update the Associate Dean for IT and GSE IT supervisors of monthly budget tracking and expenditures including managing app/web team development budget.
• 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.

What You'll Bring: The ideal candidate is a friendly, proactive and dependable self-starter with experience supporting administrative and operational functions of a complex program or unit. This role requires working with all levels of our constituents and providing the highest level of customer service, so it is important that you can demonstrate professional decorum as well as an ability to communicate and build relationships across broad audiences. Ongoing success in the role will require a collaborative spirit and flexible attitude, a high level of autonomy in problem analyzing and solving, and an ability to stay current with the latest software and hardware advances in the information. You will thrive on the GSE IT team if you are committed to your professional growth and enjoy pursuing continuous and life-long learning and development opportunities at Stanford and beyond. Education & Experience:High school diploma and four years of administrative experience (Bachelor's Degree preferred) or a combination of education and relevant experience. Knowledge, Skills and Abilities:

• Ability to coordinate and manage multiple projects with competing priorities, meet deadlines and project plans with short- and long-term end dates. Exceptional organizational skills and attention to detail. Demonstrated success in following through and completing projects.
• Ability to take initiative and ownership of projects, while still being open to new and creative solutions.
• Advanced computer skills with a working knowledge of applications such as Excel, Word, PowerPoint, Project Management Software.
• Excellent communication skills (verbal and written) are a requirement.
• Very strong interpersonal skills and a customer-service orientation.

Desired Qualifications:

Previous experience in an academic environment preferred.Knowledge of J-1 visa process for visiting international scholars.

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. Why Stanford is for You:
Imagine a world without search engines or social platforms. Consider lives saved through first-ever organ transplants and research to cure illnesses. 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, or audit a course. Join a TedTalk, film screening, or listen to a renowned author or global leader speak.
• A caring culture. 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 world-class 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!

How to Apply:We invite you to apply for this position by clicking on the "Apply for Job" button. To be considered, you must submit a cover letter and résumé along with your online application.

Finalist must successfully complete a background check prior to working at Stanford University.Applicants to this position must be available to work in the United States without sponsorship for 2 years or more. OPT permit holders should confirm that they are eligible to work in the US at the Stanford GSE for two years or more.

As an organization that receives federal funding, Stanford University has a COVID-19 vaccination requirement that will apply to all university employees, including those working remotely in the United States and applicable subcontractors. To learn more about COVID policies and guidelines for Stanford University Staff, please visit https://cardinalatwork.stanford.edu/working-stanford/covid-19/interim-policies/covid-19-surveillance-testing-policy Consistent with obligations under the law, the University will provide reasonable accommodation to any employee with any disability who requires accommodation to perform the essential functions of his or her job.Stanford is an equal opportunity 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 another other characteristic protected by law. Additional Information

• Schedule: Full-time
• Job Code: 4103
• Employee Status: Regular
• Grade: F
• Requisition ID: 96916

This job has expired.