JOB DESCRIPTION Working Title: Administrative Associate, Facilities Automation Job Title: Administrative Associate 3 Job Code: 4103 Grade: F Summary:
The Administrative Associate for Facilities Automation provides a broad variety of administrative support functions as well as critical business process support tasks.
The Administrative Associate reports to the Associate Director, Facilities Automation. Duties:
Audit monthly PTA expense reports and identify variances from budget. Research cause of variance and investigate specific charges. Resolve discrepancies and refer complex issues and disputes to Associate Director, as needed.
Audit monthly revenue reports and compare to budget. Identify and resolve variances and report to the Associate Director.
Schedule monthly, quarterly, and annual financial review meetings with Finance, and prepare meeting materials.
Manage recurring meetings schedules with customers and prepare meeting materials. Serve as back-up contact for customers. Prepare outreach and marketing materials as required.
Process purchase requisitions for professional services contracts. Maintain log of open contracts, invoices, budget to date, and estimated completion dates. Serve as the back-up contact to the project manager for all vendors. Personally address administrative questions from vendors, such as PO status, remit-to address, invoice documentation requirements, etc.
Calculated year-end accruals and obtain documentation from vendors for work that has been completed but not invoiced. Relay accrual details to Finance.
Create work orders within eAM for department projects. Monitor status of department work orders, ensuring that tasks are completed and that work orders are closed out. Report to Associated Director as needed to escalate problems.
Schedule software and system training events for staff and customers. Coordinate logistics including shipment of training materials, setup of meeting spaces, and meals / refreshments.
Process purchase requisitions for project materials, department tools and equipment, and office supplies.
Process travel expense reports and reimbursements
Serve as Time & Leave Administrator
Serve as office manager for spaces assigned to the Facilities Automation Center
Core Duties associated with Administrative Associate Level 3:
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.
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 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.
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.
Minimum Requirements:Education & Experience:
High school diploma and four 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.
Demonstrated success in following through and completing projects.
Excellent organizational skills and attention to detail.
Strong 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.
Expert knowledge of Stanford University Financial transaction requirements and guidelines
Proficient with Oracle eAM
Proficient with MS Office Suite
Proficient with Stanford University's BI financial reporting tool
Excellent customer relations skills
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 the job.
Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clients and with external organizations.
Promote Culture of Safety: Demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned.
Subject to and expected to comply with all applicable University policies and procedures, including but not limited to the personnel policies and other policies found in the University's Administrative Guide, http://adminguide.stanford.edu.
Stanford is an equal 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 any other characteristic protected by law. Stanford welcomes applications from all who would bring additional dimensions to the University's research, teaching and clinical missions.
Location: Land, Buildings and Real Estate, California, United States Schedule: 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 dedicated 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.Stanford University is an eq...ual opportunity employer and is committed to increasing the diversity of its faculty. It welcomes nominations of and applications from women, members of minority groups, protected veterans and individuals with disabilities, as well as from others who would bring additional dimensions to the university’s research, teaching and clinical missions.