ABOUT STANFORD UNIVERSITY AND RESIDENTIAL & DINING ENTERPRISES:
Stanford University, located between San Francisco and San Jose in the heart of California's Silicon Valley, is one of the world's leading teaching and research universities. Since its opening in 1891, Stanford has been dedicated to finding solutions to big challenges and to preparing students for leadership in a complex world.
Residential & Dining Enterprises (R&DE), the largest auxiliary organization at Stanford University, supports the academic mission of the University by providing high-quality services to students and other members of the university community. The department has an annual operating budget of over $350M, operates 24/7/365, and oversees a $3B asset portfolio comprising a 7 million sq. ft. physical plant across the campus. In autumn quarter of the 2021-22 academic year, R&DE will return to providing housing for over 13,000 students and dependents, serving meals at 17 dining halls, 12 retail locations, and operating athletic concessions and conference operations. Additionally, R&DE comprises 1,100+ FTE staff in the following divisions: Student Housing Operations & Conferences, Stanford Dining, Hospitality & Auxiliaries, Maintenance Operations and Capital Projects, and a team of R&DE strategic business partners: Finance & Administration, Information Technology, Human Resources, and Strategic Communications.
"Students (Customers) First" is the mantra of R&DE and our strategic goals reflect our commitment to delivering quality and excellence to our constituents every day. In R&DE, "Excellence is defined by aligning our strategic goals and performance with our vision."
Stanford and R&DE are committed to creating and sustaining a diverse environment. R&DE's dedication to promoting diversity, multiculturalism, and inclusion is reflected in our work of providing service excellence to our students. Diversity is more than a commitment--it is foundational to what we do. We are fully focused on equality and believe deeply in diversity of race, gender, sexual orientation, religion, ethnicity, national origin and all the other characteristics that make us different.
PURPOSE:
The Director for Executive Administrative Support, reporting to the Senior Associative Vice Provost and Senior Advisor to the Provost on Equity and Inclusion (SAVP), will provide advanced, diversified executive and project management support of a substantial and confidential nature to the SAVP, a member of the University Cabinet. The SAVP is the steward for a $3B asset portfolio and $350M annual operating budget, and who leads strategic operations for R&DE Student Housing Operations & Conferences and Stanford Dining, Hospitality & Auxiliaries. Responsibilities include preparation of various business reports, project and events management, program development, supervision of the Executive Assistant, and customer relations.
S/he is responsible for making sound business decisions while enforcing policy, monitoring quality control, and upholding customer service standards across R&DE as an ambassador of the office of the SAVP. This position requires an individual who has the following skills: project management experience, exemplary organizational skills; self-motivation; excellent writing and communication skills; resourcefulness; flexibility resilience; excellent interpersonal and customer relations skills, and the ability to work successfully across a broad spectrum of students, faculty, and staff.
CORE DUTIES:
Executive Support: Anticipate the SAVP's needs and proactively solve problems and independently handle issues. Independently research and analyze associated issues and compile materials needed for presentation and decision-making purposes. Perform work autonomously and with delegated authority, exercise discretion and judgment regarding matters of significance on behalf of the SAVP. Development/analysis of collateral/supporting documents for SAVP sessions.
Project Management: Oversee and manage multiple projects; anticipate and track critical dates, events and organizations issues for the executive; follow up with appropriate parties to ensure deadlines are met.
Information Management:Supports and helps develop methods to ensure that information from the Office of the Senior Associate Vice Provost for R&DE is accurate, and consistently supports the mission and vision of R&DE across the business units and other campus entities.
Administrative Analysis: Review and continually improve SAVP office administrative systems and processes. Evaluate administrative programs, policies and procedures. Identify issues, and develop alternative solutions which include changes to programs, policies and procedures. Review and analyze trends to advise and develop recommendations to achieve or modify the goals of administrative programs. Analyze work systems and processes and develop business processes and systems for effective follow-up within and between the Senior Associate Vice Provost and R&DE executive directors, senior managers, other key staff, and the larger campus community. Recommends and assists in implementing "best practices" for office work and work flow, including technology needs.
Writing and Editing: Compose professional-level diversified communiques on behalf of the SAVP to the R&DE Cabinet (8 senior leaders), leaders within the SAVP office, department-wide managers (130+ managers), all R&DE staff (1100+ employees), university campus partners, and senior leaders across campus. Communiques include but are not limited to executive summaries, white papers, memorandums, program and event coordination, R&DE and university policy/compliance guidelines, staff and team recognition, personal greetings and other notes, and correspondence to senior university leaders, faculty, staff, students, parents, academic and industry colleagues.
Presentation Development: Assist the SAVP with the development of presentations to the Board of Trustees, University Cabinet, University Budget Office, Undergraduate and Graduate Residential Cabinet, Menus of Change University Research Collaborative, R&DE Senior Staff Meetings, R&DE department-wide events and meetings, and other university committees as needed.
Event Planning: Function as a critical member of the planning committees for major R&DE events including All Hands, Cabinet Retreats, Employee Recognition Events, Awards Luncheons, Department-wide Managers Meetings, and new employee onboarding sessions.
Intra-departmental Administrative Coordination: Coordinate the collaborative, communicative, and administrative efforts between the SAVP Office and the (1) R&DE Operating Divisions including Student Housing Operations & Conferences, Stanford Dining, Hospitality & Auxiliaries, and (5) R&DE strategic partner divisions including Finance & Administration, Maintenance Operations and Capital Project Management, Human Resources, Information Technology, and Strategic Communications.
Inter-departmental Administrative Coordination: Facilitate the administrative efforts between the SAVP Office and university-wide campus partners including Office of the Provost; Vice Provost for Budget & Auxiliaries Management; Vice Provost for Student Affairs; Vice Provost for Undergraduate Education; Vice Provost for Graduate Education; Graduate Life Office; Office of Admission and Financial Aid; Office of the Registrar, Land Buildings and Real Estate; Department of Athletics, Physical Education, and Recreation; University Human Resources; University Communications; Business Affairs, Associated Students of Stanford University; Graduate Student Council; Office of the General Counsel; Office of Sustainability; and University Long-Term Planning Committee.
Supervisory Responsibilities: Provide ongoing training, supervision, and assessment of the SAVP Office Executive Assistant who manages the complex and fluid SAVP calendar, coordinates Cabinet and SAVP meetings, prepares meeting collateral, arranges travel, manages office files, monitors time reporting of SAVP direct reports, maintains office supplies, manages industry and publications memberships, and independently committed the SAVP's time to those requesting access to the SAVP based on an in-depth understanding of the SAVP's priorities, needs, and role within the university framework.
Staff Development: Development strategies for R&DE executive assistants (EA's): facilitate the development of the R&DE EAs by gathering them for quarterly sessions for the purpose of ongoing communication and training; assess training needs; develop associated training.
Interpersonal and Customer Service Skills: Build relationships and rapport with senior administrators and executives throughout the university, and with counterparts in peer institutions across the country. Serve as the SAVP's liaison to various internal and external constituencies. Provided customer service to students, parents, faculty, and staff through oral and written communication.
Stanford Oracle Financials System: Verify expenses and process SAVP travel card expense reports.
MINIMUM REQUIREMENTS:
Education & Experience:
Bachelor's degree and eight years of relevant experience, or combination of education and relevant experience. Master's degree is preferred.
Knowledge, Skills and Abilities:
Highly developed business acumen, preferably in an academic setting; strong relevant subject matter knowledge
Enthusiasm with a "can-do" attitude in cultivating R&DE's culture of excellence.
Demonstrates compliance with R&DE and Stanford policies, core values, principles and tenets.
Demonstrated extensive high-level experience supporting the top executive of a complex organization.
Demonstrated creativity, problem solving, critical analysis, initiative, judgment and, decision-making skills; demonstrated ability to establish priorities, manage shifting priorities, and handle numerous time-sensitive projects with multiple deadlines.
Must have acute attention to detail and demonstrated effectiveness in managing multiple work assignments simultaneously, often under strict deadlines. Work accuracy is essential.
Ability to accomplish goals working through formal and informal channels, with diplomacy and tactfulness.
Demonstrated solid planning and organizational skills; strong analytical, critical thinking, planning, organization, prioritization, creativity, productivity, initiative, ownership of projects, resourcefulness, problem solving, negotiating, influencing, emotional intelligence, and decision-making skills. Ability to weigh various options and their merits towards positive outcomes for R&DE.
Demonstrated ability to perform duties with a high level of professional maturity, flexibility, discretion, confidentiality, judgment, diplomacy, and tact while handling and managing stress in fast-paced and dynamic work environment.
Understands and demonstrates importance of the political landscape in actions and decision-making processes.
Demonstrated interpersonal and customer relation skills and understanding of group dynamics. Successful track record of establishing credibility and trust with a diverse client group.
Demonstrated ability to cultivate positive working relationships and gain the trust and respect of all levels of internal and external constituencies.
Demonstrated experience working independently and as part of a team is essential.
Demonstrated ability to develop and meet budget goals.
Excellent interpersonal, written and oral communication skills, including editing and proofreading.
Listening: actively listens, demonstrates interest and understands the subtext.
Speaking: ability to present verbal information clearly, articulately and in a way that engages the recipient.
Business Writing: ability to compose written information that is clear, well-structured, and grammatically correct, and develop reports and PowerPoint presentations. Compose, review, and edit printed and electronic correspondence, including confidential correspondence and communications with University senior administrators. Create interdepartmental communications and develop marketing collateral for distribution to targeted markets.
Advanced computer skills and demonstrated experience with Microsoft Office Suite software and e-mail applications. Knowledge of Stanford applications (Axess, Oracle, Outlook) strongly desired.
Ability to direct the work of others
Prior work experience at Stanford and/or in higher education is strongly preferred.
Core Competencies:
ORGANIZATIONAL AWARENESS
Political Astuteness
Adherence to Protocol/Policies/Procedures
Work Culture
COMMUNICATION
Listening
Public Speaking
Business Writing
Conflict Management & Facilitation
INTERPERSONAL SKILLS
Influence
Developing Others
Relationship Management
PROBLEM-SOLVING
Intellectual Curiosity
Conflict Facilitation and Management
Innovation and Creativity
INTEGRITY
Trust and Credibility
Respect
Business Partnerships
SELF MANAGEMENT
Judgment
Task Management
Accountability
Certifications and Licenses:
Valid non-commercial California driver's license for necessary travel on campus to departments/schools/units using R&DE electric vehicles.
PHYSICAL REQUIREMENTS*:
Frequently stand/walk, sit, constantly perform desk-based computer tasks; use a telephone, grasp lightly/fine manipulation.
Occasionally reach/work above shoulders, twist/bend/stoop/squat, grasp forcefully, write by hand, sort/file paperwork, lift/carry/push/pull objects that weigh up to 20 pounds.
Rarely kneel/crawl, operate foot and/or hand control.
* - 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.
WORKING CONDITIONS:
Must be flexible to work evenings and weekends on an occasional basis as requested.
The role is designated as hybrid and will require onsite presence of 3-4 days per week. Onsite presence may fluctuate and will be dependent upon events and other departmental needs.
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
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 accommodation to any employee with a disability who requires accommodation to perform the essential functions of his or her job.
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.
Why work at Stanford?Stanford University has changed the world, over and over again.We are one of Silicon Valley's largest employers - and also one of the most unique. Our mission is to educate future leaders and promote interdisciplinary, world-class research and teaching. This passion makes Stanford an intensely creative, rewarding, and challenging place to work. At the same time, our traditions of respect and collaboration sustain a humane, supportive environment in which to pursue your life and your career.At Stanford you'll work with bright, diverse, dedicated people. You'll find encouragement to learn and grow. You'll enjoy excellent benefits and an outstanding environment. How will it change you?
