Company: Stanford University
Posted on: January 16, 2022
Continuing Studies and Summer Session, Redwood City, California,
Job Code: 4893
Employee Status: Regular
Requisition ID: 91893
Administrative Services Administrator 1
Job Family: Administration
Salary Grade: H
Summer Session is Stanford University's fourth academic quarter,
offering more than 200 courses from 35 departments to over 2,500
graduate, undergraduate, and advanced high school students. Along
with serving the needs of Stanford matriculated students, Summer
Session makes it possible for visiting students to take advantage
of the same courses, culture, and resources available at Stanford
University. The mission of the Stanford Summer Session office is to
offer a transformative educational experience to all students, both
in the classroom and through an array of enrichment programs,
community-building activities, academic support services, and
- Independently implement, administer, and evaluate the
day-to-day activities of the unit, function, and program by
identifying and executing tasks and objectives, making
recommendations that impact policies and programs, and assigning
resources to achieve the goals of the program. This position will
work closely with senior members of the Summer Session team in keys
areas of financial compliance, project management, summer
operations, contingent staff training and support, and general
program administration. Duties range from developing and
operationalizing financial policy requests and controls, to
supporting student life and student services functions throughout
the year, to coordinating outreach to departments as part of the
annual course solicitation process. In addition, this position will
have primary responsibility for managing logistics for our annual
- Collect and analyze data, create reports, formulate and
evaluate alternative solutions and/or recommendations to achieve
the goals of the program or function. Examples of duties include
collecting data to track participation in residential life
programming initiatives, analyzing feedback on student
satisfaction, and creating reports that inform future programming
- Analyze and interpret policies; develop, revise, and implement
procedures for program or function. In collaboration with the
finance team, operationalize a clear and effective finance
transaction process to assist the office with all purchases,
including but not limited to purchase orders, travel, professional
development requests, office supply purchases, ergonomic equipment
purchases, and more. Additional functions include creating and
executing clear procedures to monitor office purchases and maintain
an inventory of Summer Session office equipment. In collaboration
with the assistant directors of student life and the finance team,
create a clear work process for student and contingent staff to
ensure that summer financial transactions are in line with
university and program protocols. This position will also conduct
inventory management of program equipment and supplies housed in
offsite storage facilities and will create a logistical plan for
the transporting, replenishing, and managing of Summer Session
residential student programming supplies.
- Commit resources and provide information and/or training. May
also represent the program or function to external/internal
stakeholders and constituencies. Support senior staff in developing
and executing the annual course solicitation and management
process; coordinate complex, detailed communication plans and
provide operational assistance as needed. Assist in the
pre-planning of key activities in anticipation of summer
residential-based programming: purchase tickets, reserve space,
arrange for transportation, track expenses, and compile and
maintain attendance records to evaluate options and inform future
- Organize and/or participate in outreach activities that may
include developing communications and training, planning/promoting
events and/or conferences. Collaborate with the unit's marketing,
student services, and residential life teams and provide project
management for our annual welcome event. Create logistical plan,
schedule and train all professional and student staff, and develop
day of info packets to ensure the event runs smoothly. Additional
responsibilities include setting up and maintaining relationships
with vendors, creating requisitions, and managing purchase orders
for vendor services.
- Monitor budget expenditures tied to specific areas of
oversight; create supporting documentation for budget line items;
assist in the process of setting and reforecasting annual budgets
for operational costs and the annual welcome event. Additional
duties include serving as a purchasing and travel card holder for
the unit and supporting the verification and approval process of
hundreds of financial transactions (both during heavy seasonal
periods and throughout the year). Shepherd POs through the process
of submittal and approval ensuring that vendor deliverables remain
on time and on track.
- Direct staff to perform various tasks and assignments. Work
with assistant directors of student life to manage senior level
contingent residential staff in program-level purchasing; assist in
the financial training of student staff and help oversee student
staff spending to ensure financial compliance as well as the
delivery of student life programming initiatives.
Note: 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
Bachelor's degree and three years of relevant experience, or
combination of education and relevant experience.
- Strong communication skills to clearly and effectively
communicate information to internal and external audiences, student
groups, and leadership.
- Demonstrated organizational skills and ability to effectively
multi-task and prioritize work responsibilities and take initiative
and ownership of projects.
- Advanced analysis and problem-solving skills.
- Advanced customer service skills.
- Relevant computer systems/technology experience, including
experience with Microsoft Office Suite.
- Ability to develop budgets and create guidelines for program
- Ability to ensure and apply compliance with legal, financial,
and university policies and external regulations.
Please note: The Summer Session Office is located at the Stanford
Campus in Redwood City. Work during the Summer Quarter will be on
Stanford's main campus. Due to the COVID-19 pandemic, staff are
temporarily employing hybrid work models as we slowly return to a
regular office work model.
We invite you to apply for this position by using the link below
and clicking on the Apply for Job button. To be considered, please
submit a cover letter and resume with your online application.
*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.
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
Please note: Visa sponsorship is not available for this position.
All candidates must be eligible to work in the U.S. and live in the
To be considered for this position please visit our web site and
apply on line at the following link:
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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