Office Operations Coordinator
Apply NowCompany: Stanford University
Location: Stanford, CA 94305
Description:
Office Operations Coordinator
This position has been deemed critical by the School of Humanities and Sciences Dean's Office and is exempt from the hiring freeze.
The School of Humanities and Sciences (H&S) is the foundation of a liberal arts education at Stanford. The school encompasses 24 departments and 24 interdisciplinary programs. H&S is home to fundamental and applied research, where free, open, and critical inquiry is pursued across disciplines. As the university's largest school, H&S serves as the foundation of a Stanford undergraduate education no matter which discipline students pursue as a major. Graduate students work alongside world-renowned faculty to pursue and shape foundational research that leads to breakthroughs and discoveries that shed new light on the past, influence the present, and shape the future. Together, faculty and students in H&S engage in inspirational teaching, learning, and research every day.
Department/Program Description: Applied Physics is a graduate department in the School of Humanities and Sciences. It is one of three elements-Applied Physics, Physics, and the SLAC National Accelerator Laboratory-in the broader physics community at Stanford. Over the past 50 years, the department has acted nimbly and evolved rapidly to combine diverse approaches at the boundaries of physics, engineering and biology, to both create and leverage new research opportunities. We seek out and develop new areas of physics with broad impact on science, engineering and society through research and education. We believe that the key to our success as a department, both in the past and going forward, lies in strongly encouraging intellectual agility and interdisciplinarity through the creative mixing of ideas from the physical sciences, engineering, and biological sciences.
The Applied Physics team supports the research and teaching of 28 faculty and 167 graduate students.
Position Summary: The Department of Applied Physics is seeking an Office Operations Coordinator (AA3). The Office Operations Coordinator (OOC) will work under general supervision of the Director of Finance and Operations and must possess and demonstrate a positive outlook on continuous process improvement efforts while maintaining a team-based and customer-focused mindset. It is critical that this position exhibit strong attention to detail, exceptional initiative and follow-through, effective written & oral communication, and respectful relationship management. This position must also exhibit a strong desire to continuously learn new and unfamiliar business topics, policies and procedures as they relate to administration and operations with the Applied Physics department. Specific tasks include but are not limited to managing departmental email lists, supporting recruitment of postdocs and other new hires, setting up postdoc appointments and processing visas, overseeing and executing general office operations, coordinating logistics for departmental events, and arranging travel for visiting speakers.
This is a 40-hour per week, hourly, 2-year fixed term position. This position will be based on the Stanford campus and will be considered for an option of telecommuting (hybrid of working on-site and off-site, maximum of 2 days off-site per week), subject to operational need.
If you believe that this opportunity is a match for your knowledge, skills and abilities, we encourage you to apply. Thank you for considering employment opportunities with the School of Humanities and Sciences.
CORE DUTIES:
Act on behalf of the supervisor in regards to establishing priorities and identifying and resolving problems that are administrative in nature and are generally related to the operations of the Applied Physics front office.
Oversee and/or perform duties associated with scheduling, organizing, and operating complex conferences, seminars, and events, including arranging with vendors for services, overseeing the production and distribution of materials, and administering logistics.
Create, maintain, modify, and/or ensure accuracy of content in various unit documents, displays, reports, brochures, and/or websites.
Plan and schedule calendar(s) with limited consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
Coordinate and monitor routine maintenance services completion. Plan and coordinate office moves and/ or minor renovation projects.
*Other duties may also be assigned.
EDUCATION AND EXPERIENCE:
High school diploma and four years of administrative experience, or combination of education and relevant experience.
KNOWLEDGE, SKILLS, AND ABILITIES:
Advanced computer skills and demonstrated experience with Microsoft office software and email applications as well as Google Drive, Sheets, and Docs.
Demonstrated success in following through and completing projects.
Excellent organizational skills and attention to detail.
Strong verbal and written communication skills.
Excellent customer service and interpersonal skills.
Ability to prioritize and quickly task-shift in a complex environment.
Ability to take initiative and ownership of projects.
The expected pay range for this position is $39.46-$44.30 per hour , paid via an hourly wage.
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
The job duties listed are typical examples of work performed by positions in this job classifications 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 their 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.
This position has been deemed critical by the School of Humanities and Sciences Dean's Office and is exempt from the hiring freeze.
The School of Humanities and Sciences (H&S) is the foundation of a liberal arts education at Stanford. The school encompasses 24 departments and 24 interdisciplinary programs. H&S is home to fundamental and applied research, where free, open, and critical inquiry is pursued across disciplines. As the university's largest school, H&S serves as the foundation of a Stanford undergraduate education no matter which discipline students pursue as a major. Graduate students work alongside world-renowned faculty to pursue and shape foundational research that leads to breakthroughs and discoveries that shed new light on the past, influence the present, and shape the future. Together, faculty and students in H&S engage in inspirational teaching, learning, and research every day.
Department/Program Description: Applied Physics is a graduate department in the School of Humanities and Sciences. It is one of three elements-Applied Physics, Physics, and the SLAC National Accelerator Laboratory-in the broader physics community at Stanford. Over the past 50 years, the department has acted nimbly and evolved rapidly to combine diverse approaches at the boundaries of physics, engineering and biology, to both create and leverage new research opportunities. We seek out and develop new areas of physics with broad impact on science, engineering and society through research and education. We believe that the key to our success as a department, both in the past and going forward, lies in strongly encouraging intellectual agility and interdisciplinarity through the creative mixing of ideas from the physical sciences, engineering, and biological sciences.
The Applied Physics team supports the research and teaching of 28 faculty and 167 graduate students.
Position Summary: The Department of Applied Physics is seeking an Office Operations Coordinator (AA3). The Office Operations Coordinator (OOC) will work under general supervision of the Director of Finance and Operations and must possess and demonstrate a positive outlook on continuous process improvement efforts while maintaining a team-based and customer-focused mindset. It is critical that this position exhibit strong attention to detail, exceptional initiative and follow-through, effective written & oral communication, and respectful relationship management. This position must also exhibit a strong desire to continuously learn new and unfamiliar business topics, policies and procedures as they relate to administration and operations with the Applied Physics department. Specific tasks include but are not limited to managing departmental email lists, supporting recruitment of postdocs and other new hires, setting up postdoc appointments and processing visas, overseeing and executing general office operations, coordinating logistics for departmental events, and arranging travel for visiting speakers.
This is a 40-hour per week, hourly, 2-year fixed term position. This position will be based on the Stanford campus and will be considered for an option of telecommuting (hybrid of working on-site and off-site, maximum of 2 days off-site per week), subject to operational need.
If you believe that this opportunity is a match for your knowledge, skills and abilities, we encourage you to apply. Thank you for considering employment opportunities with the School of Humanities and Sciences.
CORE DUTIES:
Act on behalf of the supervisor in regards to establishing priorities and identifying and resolving problems that are administrative in nature and are generally related to the operations of the Applied Physics front office.
Oversee and/or perform duties associated with scheduling, organizing, and operating complex conferences, seminars, and events, including arranging with vendors for services, overseeing the production and distribution of materials, and administering logistics.
Create, maintain, modify, and/or ensure accuracy of content in various unit documents, displays, reports, brochures, and/or websites.
Plan and schedule calendar(s) with limited consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
Coordinate and monitor routine maintenance services completion. Plan and coordinate office moves and/ or minor renovation projects.
*Other duties may also be assigned.
EDUCATION AND EXPERIENCE:
High school diploma and four years of administrative experience, or combination of education and relevant experience.
KNOWLEDGE, SKILLS, AND ABILITIES:
Advanced computer skills and demonstrated experience with Microsoft office software and email applications as well as Google Drive, Sheets, and Docs.
Demonstrated success in following through and completing projects.
Excellent organizational skills and attention to detail.
Strong verbal and written communication skills.
Excellent customer service and interpersonal skills.
Ability to prioritize and quickly task-shift in a complex environment.
Ability to take initiative and ownership of projects.
The expected pay range for this position is $39.46-$44.30 per hour , paid via an hourly wage.
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
The job duties listed are typical examples of work performed by positions in this job classifications 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 their 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.