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Administrative Manager

Company: Stanford University
Location: Stanford
Posted on: January 16, 2022

Job Description:

Administrative Manager
Continuing Studies and Summer Session, Redwood City, California, United States

Schedule: Full-time
Job Code: 4893
Employee Status: Regular
Grade: I
Requisition ID: 91893

Administrative Services Administrator 1

Job Family: Administration

Job Code:4121

Salary Grade: H

Exemption: Exempt

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 more.

  • 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 welcome event.
  • 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 decisions.
  • 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 programming plans.
  • 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 assigned.

    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 spending.
    • 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 clinical missions.

      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 U.S.

      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.

      Copyright 2021 Inc. All rights reserved.


Keywords: Stanford University, San Francisco , Administrative Manager, Executive , Stanford, California

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