Operations Administrator

Location
California, United States
Posted
18 Oct 2018
End of advertisement period
18 Dec 2018
Ref
80539
Contract Type
Permanent
Hours
Full Time

Description

The Research Compliance Office (RCO) is responsible for oversight and management of Stanford’s Administrative (Compliance) Panels. RCO works with the Office of the Dean of Research, Stanford’s Schools, multidisciplinary institutes, labs, and centers, as well as Stanford Health Care, Lucile Packard Children’s Hospital, the Veterans Affairs Palo Alto Health Care Systems, and the Palo Alto Veterans Institute for Research (PAVIR) to help facilitate research and to make sure it is done in accordance with applicable regulations, policies, and ethical standards.

JOB PURPOSE:

We are seeking a highly motivated and energetic self-starter with outstanding customer service skills to play a key to administer RCO support functions. Under the general supervision of RCO Deputy Director, the RCO Operations Administrator has overall responsibility for organizing and providing a full range of financial, HR and administrative services, including special project assignments in support of the Director, Deputy Director and senior staff. The RCO Operations Administrator’s responsibilities include handling RCO financial transactions including the management and billing of IRB fees, PCard administration, reimbursements, honoraria, invoice processing, reviewing and monitoring transactions, support documents, journal postings, etc. for accuracy, consistency, authorizations and compliance. The RCO Operations Administrator will also support the activities of the administrative panels, and develop and administer all aspects of office support for daily RCO operations, including space, meeting catering and logistics.

The RCO Operations Administrator is expected to solve problems, implement appropriate solutions and participate in a full range of tasks under minimum direction. This position currently supervises one part-time administrative assistant.

This position requires a high level of judgment, initiative, attention to detail and follow through, as well as solid computer skills to prepare reports by collecting, analyzing, and summarizing information. The Operations Administrator is expected to be or become rapidly knowledgeable about financial expenditure tracking and reporting, HR and related university policies and systems. 

CORE DUTIES*:

  • Independently implement, administer and evaluate RCO’s day-to-day activities by identifying and executing tasks and objectives, making recommendations that impact policies and programs, and assigning resources to achieve the goals of the program.
  • Collect and analyze data (e.g., financials, staffing), create reports, review and explain trends; formulate and evaluate alternative solutions and/or recommendations to achieve the goals of office.
  • Analyze and interpret policies; develop, revise and implement procedures for various aspects of RCO administrative functions.
  • Represent RCO as the key contact and subject matter expert for issues related to space, office equipment, travel and reimbursement, etc.. Commit resources and provide information and/or training. May also represent the office to external/internal stakeholders and constituencies.
  • Organize and/or participate in outreach activities that may include developing communications and training, planning/promoting events and/or conferences.
  • May participate in development of budgets, monitor, and approve expenditures. May perform limited forecasting and provide recommendations that determine the budget.
  • May direct staff to perform various tasks and assignments. May also supervise staff.

* - Other duties may also be assigned

MINIMUM REQUIREMENTS:

Education & Experience:

Bachelor’s degree and three years of relevant experience, or combination of education and relevant experience.

Knowledge, Skills and Abilities:

  • Outstanding customer service skills
  • Demonstrated ability to prioritize own work and multi-task.
  • Demonstrated excellent organizational skills.
  • Demonstrated ability to take initiative and ownership of projects.
  • Ability to communicate effectively both orally and in writing.
  • Ability to routinely and independently exercise sound judgment in making decisions.
  • Demonstrated experience working independently and as part of a team.
  • Relevant subject matter knowledge.
  • Ability to direct the work of others, for jobs requiring supervision.