Stanford University
Operations and Programs Assistant (1-Year Fixed Term - Hybrid)
Stanford University, Stanford, California, United States, 94305
Operations and Programs Assistant (1-Year Fixed Term - Hybrid)
School of Medicine, Stanford, California, United States
Administration
Post Date Aug 26, 2024
Requisition # 104397
TheOffice of Postdoctoral Affairs(OPA) is a central office that serves Stanford University’s 2,500 postdoctoral scholars and their 890 faculty sponsors. Working with nearly 250 departmental administrators, this office is responsible for the system of record for all postdoctoral scholars, as well as compliance, benefits, and professional development.
Job Purpose
The Operations & Programs Assistant is a central role, in supporting OPA’s operations, fellowships, and other core services. The three main areas of responsibility of this role are serving as OPA’s initial point-of-contact and primary financial processor; supporting all key services within the operations and programs team.
OPA Point-of-Contact & Financial Processor
The Operations & Programs Assistant serves as the front-line face of the office, triaging incoming communications and requests via shared inboxes and Snow tickets by responding, referring, or escalating as appropriate. As the primary approver of all financial transactions and purchases, this role is a liaison between the Educational Programs and Services finance team, OPA staff, and the variety of postdocs who make purchases or travel through OPA funds.
Operations Services
The Operations & Fellowships Assistant is involved in many administrative areas for OPA. The tasks include managing the general inbox and service tickets, processing requests for postdoc alumni, including training verification, certificate creation, and inclusion in our LinkedIn group, planning and managing logistics and communications for OPA-wide events, including weekly staff meetings, quarterly team retreats, quarterly admin meetings, and faculty advisory committee meetings; reviewing and approving postdoctoral position postings; and: and providing calendaring support.
Fellowship Support
The Operations & Fellowships Assistant also serves as communications and administrative support for several postdoctoral fellowships, through facilitating interviews and event planning. This role specifically supports the Propel Postdoctoral Scholars Program by administering the program’s supplemental funding process, communications, and administrative functions as needed. The supplemental funding process includes making purchases and travel arrangements, tracking and processing expenses, and accurately interpreting and communicating current financial and travel policy to the scholars.
These responsibilities require excellent time management and organizational skills and strong attention to detail; communication acumen across multiple levels, including with other administrators, faculty, and postdoctoral scholars; comfort working with multiple systems; and the ability to take both direction and initiative, as the person in this role will be involved in both collaborative and independent work.
Prior experience with Stanford financial systems, PeopleSoft, and SmartSheet are a plus, but not required.
This position will be based on the Stanford campus and may be considered for a hybrid working schedule (2-3 days on-site and 2-3 days of telecommuting), subject to operational need.
Core Duties
Process and monitor routine financial transactions, which may include researching and resolving discrepancies.
Manage and create verification letters and certificate requests for postdoctoral fellows.
Respond to email, phone and SNOW ticket inquiries, determine and take appropriate action as required. Serve as a resource regarding a defined set of policies and procedures.
Support purchasing for the Propel Postdoctoral Scholars Program; including learning and understanding purchasing policies through Stanford Finance
Support communications, outreach, and application processes for several fellowship programs.
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 advertisements, presentations, 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.
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.
Education & Experience (Required)
High school diploma and three years of administrative experience, or combination of education and relevant experience.
Knowledge, Skills and Abilities (Required)
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.
Desired Qualifications
Time management: can handle different projects and timelines while delivering results
Handles ambiguity well: deals confidently with unclear or changing situations
Oriented towards problem-solving: effectively identifies and solves routine problems
Collaborative: partners with others to achieve better results
Independent: follows through on task completion without need for frequent reminders.
Personable: has a friendly, approachable, and outgoing style
Manages stress well: handles interruptions and changes without losing productivity
Continuous learner: driven to learn new skills, techniques, approaches, tools, and software
Customer-oriented: attentive and responsive to customer (postdocs, postdoc admins, faculty, colleagues) needs
Optimistic: expects positive outcome when facing a challenging task
Resourceful: finds alternative solutions to overcome problems or limitations
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.
Working 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.
The expected pay range for this position is $27.40 to $35.56 per hour.
This is a one-year fixed-term position.
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 factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, geographic location and external market pay for comparable jobs.
At Stanford University, base pay represents only one aspect of the comprehensive rewards package. The Cardinal at Work website (https://cardinalatwork.stanford.edu/benefits-rewards) 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!
We pride ourselves in being a culture that encourages and empowers you.
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.
Consistent with its obligations under the law, the University will provide reasonable accommodations to applicants and employees with disabilities. Applicants requiring a reasonable accommodation for any part of the application or hiring process should contact Stanford University Human Resources by submitting acontact form.
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: Visa sponsorship is not available for this position. All candidates must be eligible to work and live in the U.S.
Additional Information
Schedule: Full-time
Job Code: 4097
Employee Status: Fixed-Term
Grade: E
Requisition ID: 104397
Work Arrangement : Hybrid Eligible
School of Medicine, Stanford, California, United States
Administration
Post Date Aug 26, 2024
Requisition # 104397
TheOffice of Postdoctoral Affairs(OPA) is a central office that serves Stanford University’s 2,500 postdoctoral scholars and their 890 faculty sponsors. Working with nearly 250 departmental administrators, this office is responsible for the system of record for all postdoctoral scholars, as well as compliance, benefits, and professional development.
Job Purpose
The Operations & Programs Assistant is a central role, in supporting OPA’s operations, fellowships, and other core services. The three main areas of responsibility of this role are serving as OPA’s initial point-of-contact and primary financial processor; supporting all key services within the operations and programs team.
OPA Point-of-Contact & Financial Processor
The Operations & Programs Assistant serves as the front-line face of the office, triaging incoming communications and requests via shared inboxes and Snow tickets by responding, referring, or escalating as appropriate. As the primary approver of all financial transactions and purchases, this role is a liaison between the Educational Programs and Services finance team, OPA staff, and the variety of postdocs who make purchases or travel through OPA funds.
Operations Services
The Operations & Fellowships Assistant is involved in many administrative areas for OPA. The tasks include managing the general inbox and service tickets, processing requests for postdoc alumni, including training verification, certificate creation, and inclusion in our LinkedIn group, planning and managing logistics and communications for OPA-wide events, including weekly staff meetings, quarterly team retreats, quarterly admin meetings, and faculty advisory committee meetings; reviewing and approving postdoctoral position postings; and: and providing calendaring support.
Fellowship Support
The Operations & Fellowships Assistant also serves as communications and administrative support for several postdoctoral fellowships, through facilitating interviews and event planning. This role specifically supports the Propel Postdoctoral Scholars Program by administering the program’s supplemental funding process, communications, and administrative functions as needed. The supplemental funding process includes making purchases and travel arrangements, tracking and processing expenses, and accurately interpreting and communicating current financial and travel policy to the scholars.
These responsibilities require excellent time management and organizational skills and strong attention to detail; communication acumen across multiple levels, including with other administrators, faculty, and postdoctoral scholars; comfort working with multiple systems; and the ability to take both direction and initiative, as the person in this role will be involved in both collaborative and independent work.
Prior experience with Stanford financial systems, PeopleSoft, and SmartSheet are a plus, but not required.
This position will be based on the Stanford campus and may be considered for a hybrid working schedule (2-3 days on-site and 2-3 days of telecommuting), subject to operational need.
Core Duties
Process and monitor routine financial transactions, which may include researching and resolving discrepancies.
Manage and create verification letters and certificate requests for postdoctoral fellows.
Respond to email, phone and SNOW ticket inquiries, determine and take appropriate action as required. Serve as a resource regarding a defined set of policies and procedures.
Support purchasing for the Propel Postdoctoral Scholars Program; including learning and understanding purchasing policies through Stanford Finance
Support communications, outreach, and application processes for several fellowship programs.
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 advertisements, presentations, 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.
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.
Education & Experience (Required)
High school diploma and three years of administrative experience, or combination of education and relevant experience.
Knowledge, Skills and Abilities (Required)
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.
Desired Qualifications
Time management: can handle different projects and timelines while delivering results
Handles ambiguity well: deals confidently with unclear or changing situations
Oriented towards problem-solving: effectively identifies and solves routine problems
Collaborative: partners with others to achieve better results
Independent: follows through on task completion without need for frequent reminders.
Personable: has a friendly, approachable, and outgoing style
Manages stress well: handles interruptions and changes without losing productivity
Continuous learner: driven to learn new skills, techniques, approaches, tools, and software
Customer-oriented: attentive and responsive to customer (postdocs, postdoc admins, faculty, colleagues) needs
Optimistic: expects positive outcome when facing a challenging task
Resourceful: finds alternative solutions to overcome problems or limitations
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.
Working 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.
The expected pay range for this position is $27.40 to $35.56 per hour.
This is a one-year fixed-term position.
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 factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, geographic location and external market pay for comparable jobs.
At Stanford University, base pay represents only one aspect of the comprehensive rewards package. The Cardinal at Work website (https://cardinalatwork.stanford.edu/benefits-rewards) 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!
We pride ourselves in being a culture that encourages and empowers you.
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.
Consistent with its obligations under the law, the University will provide reasonable accommodations to applicants and employees with disabilities. Applicants requiring a reasonable accommodation for any part of the application or hiring process should contact Stanford University Human Resources by submitting acontact form.
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: Visa sponsorship is not available for this position. All candidates must be eligible to work and live in the U.S.
Additional Information
Schedule: Full-time
Job Code: 4097
Employee Status: Fixed-Term
Grade: E
Requisition ID: 104397
Work Arrangement : Hybrid Eligible