|
Summary Position:
The Housing Renewal Projects Administrative Operations Specialist reports to the Associate Director of Renewal Projects and performs special projects and complex administrative tasks. The Renewal Projects Administrative Operations Specialist supports the Associate Director and the Housing Renewal Projects Project Managers management team. This role assists with planning studies, operational financial transactions and operation financial compliance; trends and processes; performs administrative tasks for the Associate Director including special projects and events, presentation development, meeting coordination, calendar management, preparation of spreadsheets, reports, and presentations.
Responsibilities:
Organizational Assessment and Planning:
• Assist the Associate Director in gathering data and information from external and internal sources, analyzing and summarizing data. Prepares reports, charts and graphs, complex spreadsheets, presentations reflecting plan details, timelines, detailed budget information, annual goals and department linkages
• Functions as a member of the Renewal Projects Project Manager management team in collecting and assessing customer feedback, goals setting, considering operational alternatives and process changes
Operations:
• Performs prompt, effective customer service follow-up on any and all issues including work scheduling
• Manages employee reimbursements, resolve discrepancies, perform follow-up, as necessary
• May function as back-up for other administrative Operations Specialists
• Works closely with Vendor Management to ensure seamless coverage and service delivery to staff ranging in size from 20 to 28
• Opens work orders in SHARE as requested; check work order status, check work order history as necessary
• Manages all technology services and issues – phones, data, IT, plotter, copies and computer, for Renewal Projects staff. Manages once-a-year movement of staff and equipment to remote offices during summer and the return of same staff to main office at end of summer
• Provides programming, planning, scheduling, coordination of large staff meetings and events; training programs
• Coordinates all large staff meetings, events and training programs
• Ensures all office tools and vehicles for a regular staff of 20 are kept in full operating order. Manages the logistics of maintaining, servicing, and fueling of 8 vehicles and 6 bicycles
Compliance:
• Closely monitors all P-card purchases and expenses for appropriateness, accuracy in accounting, compliance requirements and resolves all discrepancies.
• Manages all compliance logs (vehicle, master key, etc) as needed
• Tracks staff training and testing compliance
Administrative:
• Provides high level of administrative support to the Associate Director and the Renewal Projects project managers management team and staff.
• Provide clear, accurate, timely response to questions, inquiries, requests for information, from residents, customers, all levels of University faculty and staff, and contract service providers
• Provides oversight and maintenance of extensive file system related to projects for 350 buildings, over 100 topics, and the repository of building information to be used by any group within Residential and Dining Enterprises
• Interprets, communicates and summarizes orally and in writing, complex issues, conclusions, and decisions related to all aspects of Projects operations
• Independently develops and prepares presentation-quality reports, analyses, summary documents, charts, spreadsheets, Power-Point presentations to meet the requirements of specific audiences and clearly illustrate specific organizational goals or objectives
• Independently develops and maintain files, records, information database supporting all aspects of Renewal Projects operations
• Prepares meetings (and other events as needed) by developing the agenda, assembling and distributing materials and making necessary arrangements and logistics for the event.
• Manages calendars using judgment to prioritize meetings and commit the Associate Director’s time, often coordinating with other R&DE and Stanford administrative staff on Associate Director’s schedule and other matters.
• Manage travel for the Associate Director in accordance with University and Department guidelines
• Independently develops and prepares presentation-quality newsletters working closely with other R&DE projects groups to create one comprehensive projects newsletter
• Independently develops and revises Renewal Projects procedures manual, keeping it current and an accurate representation of administrative procedures for the Housing Renewal Projects work group
Qualifications:
• BA/BS degree, or equivalent work experience, required plus 5 - 7 years experience in construction-related operations management support for facilities management operations or other related field.
• Minimum of 5 years customer service background with documented experience working successfully in a fast-paced, high-demand office environment.
• Outstanding interpersonal skills are required with the ability to interact collaboratively and professionally with diverse groups to build strong working relationships across the organization and establish high levels of trust with client groups. Strong listening and comprehension skills required to provide accurate and timely follow-up.
• Possess familiarity with design and construction terminology with the ability to properly communicate issues to the Associate Director and other managers in the Renewal Projects group
• Demonstrates a thorough understanding of administrative processes, and possesses superior analytical and conceptual skills.
• Ability to operate independently with great self-initiative to ensure desired outcomes are achieved.
• Successful ability to define realistic/specific goals and objectives, plan and manage multiple projects with competing deadlines, with the ability to prioritize them accordingly.
• Strong organizational skills with excellent ability to commit to and follow through on tasks with minimal supervision.
• Demonstrated excellent decision-making and problem-solving skills and the ability to meet deadlines under pressure while maintaining accuracy and attention to detail. Must be able to identify problems, research issues and propose and implement solutions.
• Successful experience dealing with confidential information and situations requiring the ability to maintain tact, diplomacy and discretion.
• Must have outstanding written and oral communication skills with the ability to present information clearly and articulately, using style variations to appeal to diverse groups.
• High level proficiency in Microsoft Office software with particular emphasis on Excel and Outlook capabilities required.
• Experience with Stanford University systems including (but not limited to): Oracle and Zimbra highly desired.
• Demonstrated aptitude for learning new tasks, processes, and systems quickly and efficiently.
• A valid California driver’s license required
• Experience at Stanford University or other Higher Education setting desired.
• Being part of the Associate Director’s management team, this position is exempt; requires the ability to manage time well and work a very flexible schedule, including evenings
Consistent with its obligations under the law, the University will provide reasonable accommodations to any employee with a disability who requires accommodation to perform the essential functions of his or her job. |
