Stanford University School of Medicine is world renowned for leading edge education, research, patient care and medical advancements. The department of Educational Programs and Services (EPS) within Stanford University School of Medicine is seeking a highly energetic and collaborative Assistant Operations Manager (Administrative Associate 4). This position will join the HR & Operations team and will provide complex administrative and operational support with minimal supervision. Using a strong understanding of School of Medicine and Stanford University administrative, operational, and financial policies and procedures, the Assistant Operations Manager will independently make decisions and manage the day to day administrative operations in a complex, fast paced, multi-site Dean's Office unit. The ideal candidate is someone who is customer service oriented, attentive to detail, experienced with resolving multifaceted administrative and operational issues, and possesses the ability to work proactively and change course rapidly as priorities shift.
Act on behalf of the Associate Director of HR and Operations and Associate Dean in regards to establishing priorities and identifying and resolving problems that are administrative in nature.
Independently make decisions and manage the day to day administrative operations in a complex, fast paced, multi-site Dean's Office unit with 300+ faculty, staff, student and contingent employees/affiliates.
Routinely resolve administrative issues across 14+ different program units/divisions and 5 office and storage locations.
Lead property/equipment/IT operations and oversee facilities' projects.
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
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.
Positions at this level also include one or more of the following duties:
Responsible for leading the administrative functions of a program or unit.
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
Handle property administration by completing tagging, data entry and inventory; completing purchase orders, receiving; and completing record keeping, tracking, information gathering and support for space allocation decision makers
Serve as safety management coordinator by correcting identified safety issues; coordinating required self inspections; conducting safety training; and lead emergency preparedness, recovery and business continuity processes and documentation.
* - Other duties may also be assigned
Bachelor's degree in a related field
Experience with Stanford University policies and procedures, or previous experience an academic or health care setting
Familiarity with Stanford Oracle financial systems
Ability to coordinate and manage multiple projects with competing priorities, meet deadlines and project plans with short- and long-term end dates.
Experience working with internal and external vendors and services contracting
EDUCATION & EXPERIENCE (REQUIRED):
High school diploma and six years of administrative experience, or combination of education and relevant experience.
KNOWLEDGE, SKILLS AND ABILITIES (REQUIRED):
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.
Constantly perform desk-based computer tasks.
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 his or her job.
About Stanford University
Stanford University, located between San Francisco and San Jose in the heart of California's Silicon Valley, is one of the world's leading teaching and research universities. Since its opening in 1891, Stanford has been dedicated to finding solutions to big challenges and to preparing students for leadership in a complex world.
Supporting that mission is a staff of more than 10,000 which is rooted in a culture of excellence and values innovation, collaboration, and life-long learning. To foster the talents and aspirations of our staff, Stanford offers career development programs, competitive pay that reflects market trends and benefits that increase financial stability to promote health, fulfilling lives. An award-winning employer, Stanford offers an exceptional setting for professionals looking to advance their careers.
Stanford University is an equal employment opportunity and affirmative action employer and is committed to recruiting and hiring qualified women, minorities, protected veterans and individuals with disabilities.
Location: School of Medicine Schedule: Full-time Classification Level:
Stanford is an equal opportunity employer and all qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.
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Located between San Francisco and San Jose in the heart of Silicon Valley, Stanford University is recognized as one of the world's leading research and teaching institutions. Leland and Jane Stanford founded the University to "promote the public welfare by exercising an influence on behalf of humanity and civilization." Stanford opened its doors in 1891, and more than a century later, it remains d...edicated to finding solutions to the great challenges of the day and to preparing students for leadership in a complex world. The University's thriving diverse community is comprised of nearly 7000 undergraduate students, 9000 graduate students, 2000 faculty members, 1900 postdoctoral scholars, and over 11,000 academic and administrative staff in seven schools including several interdisciplinary research centers and institutes. The campus spreads over 8000 contiguous acres and nearly all undergraduates live on campus. Stanford offers bachelor's and master's degrees in addition to doctoral degrees (PhD, MD, DMA and JD) plus a number of professional and continuing education programs and certifications. More at http://facts.stanford.edu and http://www.stanford.edu.