Sustainable Transportation Administrative Associate

Location
California, United States
Posted
18 Oct 2018
End of advertisement period
18 Dec 2018
Ref
79617
Contract Type
Permanent
Hours
Full Time

Note: Not all unique aspects of the job are covered by this job description

The sustainable transportation assistant will be responsible for the following administrative responsibilities:

Customer Service

  • Ensure the highest levels of customer service, including answering questions, responding to a high volume of email inquiries, and staffing new employee orientation and other events.
  • Serve as the primary point of contact for Commute Club and EVGR Car Free Club administration.

TDM Program Administration

In addition, the sustainable transportation assistant will have primary responsibility for other aspects Stanford’s TDM programs, incl­uding:

  • Providing commute planning assistance.
  • Performing membership audits
  • Processing requests, membership transactions, promotional products, and other marketing material.
  • Organizing and staffing events, including the weekly new employee orientation.
  • Scheduling meetings
  • Other administrative tasks as assigned. 

JOB PURPOSE:

Stanford’s Transportation Demand Management (TDM) program is nationally and internationally recognized as a leader in the field. Through a variety of incentive programs, it works to achieve the goal of “no net new peak-hour commute trips” over the life of the university’s growth plan.

The Stanford Commute Club is a commuter incentive TDM program that rewards eligible commuters who forgo a long-term parking permit and use sustainable transportation instead.

The EVGR Car-Free Club is a pilot residential TDM program designed to mitigate parking impacts associated with the Escondido Village Graduate Residences construction project.

Provide administrative or operational support working under general supervision.

CORE DUTIES*:

  • Respond to inquiries, and 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, complex 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.

* - Other duties may also be assigned

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.
  • 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.

Certifications and Licenses:

None

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 his or her 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, http://adminguide.stanford.edu.