Executive Office Coordinator

California, United States
Wednesday, 23 September 2020
End of advertisement period
Monday, 23 November 2020
Contract Type
Full Time

Your responsibilities will include:

  • Provide support to the Executive Director and Faculty Director of the Haas Center for Public Service that includes management of schedules, travel arrangements and coordinate conference calls with external entities and maintain notes/records for these calls.
  • Serve as initial point of contact for the Center and respond to routine inquiries from students, faculty, external constituents, and staff via in-person requests, phone and email (including space requests from Stanford departments and community partners).
  • Onboard/Train and supervise daily activities of student and temporary workers in the Executive Office.
  • Coordinate logistics for outreach activities, meetings, and events that include:
    • Assist in planning and organizing staff meetings (including retreats and holiday celebrations), National Advisory Board (NAB) meetings, and Faculty Steering Committee (FSC) meetings.
    • Maintain NAB and FSC membership and attendance records
    • Disseminate agendas and produce and share meeting notes for advisory board meetings (NAB and FSC) and staff meetings (leadership council, managers meetings, and all staff meetings/briefings).
    • Oversee planning and execution of the Center’s annual spring awards ceremony (Walk the Talk, Friends of Haas): event planning (arrange space/catering for ceremony), coordination of nominations and selection process, develop sequence of events for awards presentation ceremony and create a flow of the ceremony for speakers, including incorporation of Kennedy-Diamond Award for Excellence and Kenworthy Fund for Student Innovation in Public Service awardees.
  • Contribute to general office administration and process improvements that include:
    • Manage Executive Office Operations and assist with the administration of the executive office budget, process financial reimbursements for operational, travel and event expenditures.
    • Sort incoming mail, maintain supplies in the 1st floor copy room and oversee central equipment use including departmental iPads and projector.
    • Assist with onboarding new staff members.
    • Maintain and enhance the infrastructure and community of the Haas Center, including participation in unit and divisional staff meetings, and involvement in various committees and projects, with guidance from supervisor.
    • Input data, update electronic databases, web sites, literature, and associated materials; contribute to executive office website content. May collect, gather and validate data, prepare basic reports related to long-range planning/Center wide projects or other needs as identified by supervisor.

**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.

To be successful in this position you will bring:

  • High school diploma and four years of administrative experience, or combination of education and relevant experience.
  • 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.
  • Excellent 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.

In addition, preferred requirements include:

  • Bachelor’s degree and experience working in or attending a four-year college/university environment
  • Active participation in public service as an undergraduate, student organization, student government, residentiallife, or comparable student activity.
  • Knowledge of Cardinal Service and Stanford student life.
  • Basic analysis and problem solving skills.
  • Ability to learn new software, applications, and social media platforms and tools quickly and independently.
  • Understanding of financial transactions.
  • Ability to communicate and interact effectively with diverse constituencies including faculty, staff, students, community partners, alumni, and donors.

*-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.

About the Haas Center for Public Service

Stanford University’s Haas Center for Public Service serves as the hub of Cardinal Service, a campus-wide initiative to make service a distinctive feature of a Stanford education. The Haas Center inspires and prepares students to create a more just and sustainable world through service, scholarship, and community partnerships. Guided by the Center’s Principles of Ethical and Effective Service, students engage in local, national, and global service across diverse pathways—community engaged learning and research, community organizing and activism, direct service, philanthropy, policy and governance, and social entrepreneurship and corporate social responsibility.

Cardinal Service focuses on four dimensions that have proven transformative in the lives of students: a full-time, quarter-long service experience (Cardinal Quarter); community engaged learning classes (Cardinal Courses); sustained service engagement (Cardinal Commitment); and support to integrate service into any career and pursue work in the public interest (Cardinal Careers).  

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 individuals 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 course auditing opportunities. 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!

*-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.

Please note that work will be remote through December 2020. Work arrangements in 2021 will depend on university policies, as well as state and county guidelines, related to COVID-19.

How to Apply

  • https://stanfordcareers.stanford.edu  
  • Click on Job Search
  • Enter 87354 in the Keyword Search field

Additional Information

Schedule: Full-time
Job Code: 4103
Employee Status: Regular
Grade: F
Requisition ID: 87354

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