Stanford
Administrative Associate
The Department of Environmental Health and Safety (EH&S) at Stanford University supports and advances teaching, learning and research activities at Stanford by promoting a safe and healthy campus environment. Our mission is to provide and coordinate programs and services that minimize safety, health, environmental, and regulatory risks in a manner consistent with fiscal and environmental stewardship. We are comprised of 9 technical groups, with more than 50 specialists who work in the field with top researchers, faculty, staff, and students to support the mission and research of Stanford University. The work environment is team-oriented, collaborative, deadline-driven, and dynamic. In addition to providing routine EH&S program services, our staff provides support as needed during University emergencies. All EH&S staff are to comply with governmental regulations and University policies and procedures regarding health and safety and are expected to serve as strong models and advocates for research health and safety. Our VPDoR Diversity Journey: We create a hub of innovation through the power of diversity of disciplines and people. We provide equitable access and opportunity to all members of the community in order to do their best work, regardless of race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law. We listen to and value all colleagues who bring diverse perspectives to the advancement and development of a respectful community. We promote a culture of belonging, equity, and safety. We embed these values in excellence of education, research, and operation. EH&S is seeking an Administrative Associate to provide excellent administrative and operational support to our departmental and university faculty, staff, students, and visitors. Working under the general supervision of the EH&S Facilities Operations Manager, you will become familiar with our numerous operational programs and move forward the essential and impactful work our staff undertake. We encourage applications from individuals from diverse experiences and backgrounds, broadly defined. In this role, you will: Respond to inquiries then determine and take appropriate action as required. Serve as a resource regarding a defined set of policies and procedures. Perform duties associated with scheduling, organizing, and operating conferences, seminars, and events, including recommending vendors for services, overseeing the production and distribution of materials, coordinating logistics, and serving as liaison with internal and external vendors. Draft and/or generate routine communications; coordinate production (formatting, copying, etc.) and dissemination of documents, such as presentations, course handouts, grant proposals, conference and seminar materials, reports, brochures, and displays. Plan and schedule calendar(s) based on consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies. Process and monitor routine financial transactions, which may include researching and resolving discrepancies. Maintain office supplies and equipment; obtain vendor quotations, as needed. Coordinate office moves. May serve as the point of contact for general maintenance, health and safety, and other facility concerns within the unit(s); report any incidents or potential safety problems to appropriate representatives. Track completion of required training. Maintain approved content on websites. May perform human resources transactional support, e.g. time cards, I9s, and/or faculty affairs support. May guide and train student and/or contingent workers including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, and reviewing work for quality and timeliness. Additionally, you will: Greet visitors, assist callers, and serve as the first point of contact for the department Manage mail, packages, and deliveries Perform closing duties including restocking kitchens, forwarding phones, etc. Track completion of required training. Data Entry, spreadsheet maintenance, and electronic files support as needed. Track facility and/or office equipment, such as keys, vehicles, and projectors, via logs, and schedule repairs as needed with the Stanford Building, Grounds, and Maintenance shops, including the Fleet Garage, and external vendors Support the Environmental Protection program with buying, paying and purchasing needs, vendor communication and staff support. Minimum Requirements: Education & Experience: High school diploma and three years of administrative experience, or combination of education and relevant experience. Knowledge, Skills and Abilities: Proficient computer skills and demonstrated experience with office software and email applications, particularly with the Microsoft Office suite and Slack. Demonstrated success in following through and completing routine tasks. Strong organizational skills and attention to detail. Strong verbal and written communication skills. Excellent customer service and interpersonal skills. Ability to prioritize and multi-task. Other Preferred Knowledge, Skills and Abilities: Absolute punctuality and reliability; this is a front desk position and you must be available for our staff and visitors. Excellent customer service skills, including strong interpersonal skills, with the ability to initiate, develop, and maintain positive, strong and collaborative relationships with a wide variety of individuals within the department and the campus community, and with external organizations Have a valid California Driver's License, or willingness and ability to obtain one. Physical Requirements*: Constantly perform desk-based computer tasks. Frequently sitting. 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. Work Standards: 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. The expected pay range for this position is $31.97 to $37.96 per hour. Stanford University provides pay ranges representing its good faith estimate of what the university reasonably expects to pay for a position. The pay offered to a selected candidate will be determined based on a wide range of factors that are unique to each candidate including but not limited to geographic location, knowledge, skills and abilities, relevant education, depth and breadth of experience, performance; as well as other business and organization needs such as (but not limited to) the scope and responsibilities of the position, the minimum qualifications, departmental budget availability, and market and internal equity across the unit, department and reporting relationships. At Stanford University, base pay represents only one aspect of the comprehensive rewards package. The Cardinal at Work website provides detailed information on Stanford's extensive range of benefits and rewards offered to employees. Specifics about the rewards package for this position may be discussed during the hiring process. Why Stanford is for You: Imagine a world without search engines or social platforms. Consider lives saved through first-ever organ transplants and research to cure illnesses. Stanford University has revolutionized the way we live and enrich the world. Supporting this mission is our diverse and dedicated 17,000 staff. We seek talent driven to impact the future of our legacy. Our culture and unique perks empower you with: Freedom to grow. We offer career development programs, tuition reimbursement, or audit a course. Join a TedTalk, film screening, or listen to a renowned author or global leader speak. A caring culture. We provide superb retirement plans, generous time-off, and family care resources. A healthier you. Climb our rock wall, or choose from hundreds of health or fitness classes at our world-class exercise facilities. We also provide excellent health care benefits. Discovery and fun. Stroll through historic sculptures, trails, and museums. Enviable resources. Enjoy free commuter programs, ridesharing incentives, discounts and more! 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
The Department of Environmental Health and Safety (EH&S) at Stanford University supports and advances teaching, learning and research activities at Stanford by promoting a safe and healthy campus environment. Our mission is to provide and coordinate programs and services that minimize safety, health, environmental, and regulatory risks in a manner consistent with fiscal and environmental stewardship. We are comprised of 9 technical groups, with more than 50 specialists who work in the field with top researchers, faculty, staff, and students to support the mission and research of Stanford University. The work environment is team-oriented, collaborative, deadline-driven, and dynamic. In addition to providing routine EH&S program services, our staff provides support as needed during University emergencies. All EH&S staff are to comply with governmental regulations and University policies and procedures regarding health and safety and are expected to serve as strong models and advocates for research health and safety. Our VPDoR Diversity Journey: We create a hub of innovation through the power of diversity of disciplines and people. We provide equitable access and opportunity to all members of the community in order to do their best work, regardless of race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law. We listen to and value all colleagues who bring diverse perspectives to the advancement and development of a respectful community. We promote a culture of belonging, equity, and safety. We embed these values in excellence of education, research, and operation. EH&S is seeking an Administrative Associate to provide excellent administrative and operational support to our departmental and university faculty, staff, students, and visitors. Working under the general supervision of the EH&S Facilities Operations Manager, you will become familiar with our numerous operational programs and move forward the essential and impactful work our staff undertake. We encourage applications from individuals from diverse experiences and backgrounds, broadly defined. In this role, you will: Respond to inquiries then determine and take appropriate action as required. Serve as a resource regarding a defined set of policies and procedures. Perform duties associated with scheduling, organizing, and operating conferences, seminars, and events, including recommending vendors for services, overseeing the production and distribution of materials, coordinating logistics, and serving as liaison with internal and external vendors. Draft and/or generate routine communications; coordinate production (formatting, copying, etc.) and dissemination of documents, such as presentations, course handouts, grant proposals, conference and seminar materials, reports, brochures, and displays. Plan and schedule calendar(s) based on consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies. Process and monitor routine financial transactions, which may include researching and resolving discrepancies. Maintain office supplies and equipment; obtain vendor quotations, as needed. Coordinate office moves. May serve as the point of contact for general maintenance, health and safety, and other facility concerns within the unit(s); report any incidents or potential safety problems to appropriate representatives. Track completion of required training. Maintain approved content on websites. May perform human resources transactional support, e.g. time cards, I9s, and/or faculty affairs support. May guide and train student and/or contingent workers including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, and reviewing work for quality and timeliness. Additionally, you will: Greet visitors, assist callers, and serve as the first point of contact for the department Manage mail, packages, and deliveries Perform closing duties including restocking kitchens, forwarding phones, etc. Track completion of required training. Data Entry, spreadsheet maintenance, and electronic files support as needed. Track facility and/or office equipment, such as keys, vehicles, and projectors, via logs, and schedule repairs as needed with the Stanford Building, Grounds, and Maintenance shops, including the Fleet Garage, and external vendors Support the Environmental Protection program with buying, paying and purchasing needs, vendor communication and staff support. Minimum Requirements: Education & Experience: High school diploma and three years of administrative experience, or combination of education and relevant experience. Knowledge, Skills and Abilities: Proficient computer skills and demonstrated experience with office software and email applications, particularly with the Microsoft Office suite and Slack. Demonstrated success in following through and completing routine tasks. Strong organizational skills and attention to detail. Strong verbal and written communication skills. Excellent customer service and interpersonal skills. Ability to prioritize and multi-task. Other Preferred Knowledge, Skills and Abilities: Absolute punctuality and reliability; this is a front desk position and you must be available for our staff and visitors. Excellent customer service skills, including strong interpersonal skills, with the ability to initiate, develop, and maintain positive, strong and collaborative relationships with a wide variety of individuals within the department and the campus community, and with external organizations Have a valid California Driver's License, or willingness and ability to obtain one. Physical Requirements*: Constantly perform desk-based computer tasks. Frequently sitting. 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. Work Standards: 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. The expected pay range for this position is $31.97 to $37.96 per hour. Stanford University provides pay ranges representing its good faith estimate of what the university reasonably expects to pay for a position. The pay offered to a selected candidate will be determined based on a wide range of factors that are unique to each candidate including but not limited to geographic location, knowledge, skills and abilities, relevant education, depth and breadth of experience, performance; as well as other business and organization needs such as (but not limited to) the scope and responsibilities of the position, the minimum qualifications, departmental budget availability, and market and internal equity across the unit, department and reporting relationships. At Stanford University, base pay represents only one aspect of the comprehensive rewards package. The Cardinal at Work website provides detailed information on Stanford's extensive range of benefits and rewards offered to employees. Specifics about the rewards package for this position may be discussed during the hiring process. Why Stanford is for You: Imagine a world without search engines or social platforms. Consider lives saved through first-ever organ transplants and research to cure illnesses. Stanford University has revolutionized the way we live and enrich the world. Supporting this mission is our diverse and dedicated 17,000 staff. We seek talent driven to impact the future of our legacy. Our culture and unique perks empower you with: Freedom to grow. We offer career development programs, tuition reimbursement, or audit a course. Join a TedTalk, film screening, or listen to a renowned author or global leader speak. A caring culture. We provide superb retirement plans, generous time-off, and family care resources. A healthier you. Climb our rock wall, or choose from hundreds of health or fitness classes at our world-class exercise facilities. We also provide excellent health care benefits. Discovery and fun. Stroll through historic sculptures, trails, and museums. Enviable resources. Enjoy free commuter programs, ridesharing incentives, discounts and more! 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