Administrative ManagerJob Code: 4121Grade: H FTE: 100%, exempt (3-year fixed term appointment)
School of Engineering, Civil Environment and Engineering Stanford Engineering has been at the forefront of innovation for nearly a century, creating pivotal technologies that have transformed the worlds of information technology, communications, health care, energy, natural and built environments, business and beyond. Our faculty and students are creative risk-takers who pursue excellence across a breadth of disciplines. Our alumni include some of the world's most successful leaders in technology and business. Our staff are critical to enabling Stanford Engineering to accomplish its mission: seeking solutions to some of the world's most urgent challenges and educating leaders who will make the world a better place through the power of engineering principles, techniques and systems.
Administrative Manager for National Science Foundation (NSF)-supported Engineering Research Center for Re-inventing the Nation's Urban Water Infrastructure (ReNUWIt). This is a three-year, fixed term appointment. The Administrative Manager is a member of a small, collaborative team overseeing a dynamic organization that serves industry, four universities, and governmental needs, and is accountable for multiple missions (research, industry collaboration, education and outreach). This role requires a self-starter who is detail oriented and comfortable learning and using an array of web based tools and platforms. Specific areas of responsibility are as follows:
Financial Management: responsible for budgeting, accounting, and reporting in order to maximize efficient use of funding while ensuring compliance with NSF and University rules and regulations.
Information Systems Management: implementation of management information systems and report generation (multiple reports to sponsoring agency and affiliates) and response to requests with accurate and timely information in the format required.
Liaison with University/Sponsoring Agencies: guardianship of university and agency system requirements (federal regulations, proposal processing, etc.) and responsibility for close coordination with university administration and NSF.
Other duties: Event planning and execution, communications and website content, interface with public inquires and events, and management of documents/human resource policies for academic, research, and student appointments. Civil and Environmental Engineering: https://cee.stanford.edu/ Your responsibilities include:
Accounting for an administrative area, ensuring operations are administered efficiently and in compliance with unit, university and sponsor policies; interacting and collaborating extensively with stakeholders outside of the immediate unit in order to ensure that unit's procedures are aligned with required / best practices; providing recommendations to improve the cost-effectiveness of the operation.
Organizing and operating meetings, training classes, conferences, seminars, and events; arranging with vendors for services; overseeing the production and distribution of materials; administering program logistics; producing and/or managing budget for function.
Composing and editing a range of correspondences; preparing documents (formatting, copying, etc.), such as for presentations, seminars and reports; ensuring content is maintained in various unit documents, displays, reports, brochures, and websites; monitoring communications for consistency and compliance with university standards.
Overseeing the collection and recording of data, such as survey responses, local personnel records, etc.; researching and gathering data for reports and displays findings most effectively; conducting analysis of data and developing recommendations and enhancements for improved results; administering a variety of forms, enhancing them as needed; stipulating form's workflow and overseeing entry into databases consistent with HIPPA Privacy Rules and FERPA rules. Managing on-boarding and exit processes for students.
Managing within one or more given budget(s), such as by preparing budgets, producing projections, identifying variances, and monitoring balances; working with unit's financial manager to ensure year end accuracy of accounts; approving transactions; ensuring unit's transactions comply with policies and are processed in a timely manner; authorizing/approving transactions; ensuring fund accounting rules are followed.
Designing and implementing procedures to ensure unit's sensitive information is guarded by adequate controls; maintaining and organizing unit's information in electronic or hard copy filing system; maintaining unit's database and records; serving as a resource regarding a variety of unit and university policies and procedures; often acts as a subject matter expert in a key administrative area; researching and interpreting a range of policies, procedures or parameters; revising unit's procedures, considering alternatives, and implements changes; measuring impact of changes; participating in meetings and serves on committees, advocating for unit interests; accountable for reporting to appropriate representatives any incidents or potential problems in the area of compliance; following up after incidents; proactively learns about new protocols; communicates, disseminates and operationalizes new requirements.
Recommending, implementing and refining strategies that promote effective digital delivery of content.
* - Other duties may also be assigned
To be successful in this position, you will bring:
A bachelor's degree and three years of relevant experience, or combination of education and relevant experience. Candidates with strong writing and math ability are encouraged to apply.
Demonstrated ability to prioritize own work and multi-task.
Demonstrated excellent organizational skills.
Demonstrated ability to take initiative and ownership of projects.
Ability to communicate effectively both orally and in writing.
Ability to routinely and independently exercise sound judgment in making decisions.
Demonstrated experience working independently and as part of a team.
Relevant subject matter knowledge.
Ability to direct and supervise the work of others.
We are unable to provide Sponsorship for this position. 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 that 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 healthy and fulfilling lives. An award-winning employer, Stanford offers an exceptional setting for professionals looking to advance their careers.
Applicants are required to upload a cover letter and resume to be considered for this opening.
Stanford is an equal employment opportunity and affirmative action employer and is committed to recruiting and hiring without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.
Thank you for your interest!
Location: School of Engineering, 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 ...equal 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.