Front Desk Administrator

Location
California, United States
Posted
25 Oct 2018
End of advertisement period
25 Dec 2018
Ref
4408
Contract Type
Permanent
Hours
Full Time

The Department of Mathematics is seeking a highly-organized Front Desk Administrator to provide general administrative support for department operations. Under the direction of the Department Manager, the Front Desk Administrator is a key team member and first point of contact in the department. Responsibilities include: greeting and directing visitors, answering routine inquiries, facility/building management, space and equipment inventory, and updating/maintaining department directories. In addition, Front Desk Administrator will maintain the office equipment, supplies and ensure overall office cleanliness. Financial transactions including payment of invoices, purchasing card transactions and purchase orders.

The Front Desk Administrator must able to proactively identify and independently handle operational issues of the department, with the ability to prioritize and multi-task. A high level of dependability and organizational skills is required for this position. Strong communication and versatility are necessary to interact with a diverse group of department affiliates.

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

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.
  • Maintain office supplies and equipment; obtain vendor quotations, as needed. Coordinate office moves.
  • Track facility and/or office equipment, such as keys, vehicles, and projectors, via logs, and schedule repairs as needed
  • 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.
  • 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.
  • Perform office duties including, but not limited to, handling of incoming and outgoing mail, entering data into basic tables, reports, or spreadsheets, making copies, and monitoring and ordering of office supplies
  • 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 the job.

WORKING CONDITIONS:
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.

Final offers of employment are contingent upon successful completion of national criminal background check, national sex offender registry search and, where applicable, driving record.