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Administrative Manager (hybrid)

School of Humanities and Sciences, Stanford, California, United States

Administration

Post Date Apr 11, 2024

Requisition # 102876

Administrative Manager (hybrid)

TheSchool 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.

Stanford'sPhysics Departmentis a teaching and research department in the School of Humanities and Sciences. For undergraduates, we offer Physics majors and minors with a variety of pathways. For graduate students, we offer a Physics Ph.D. program. The department has approximately 50 faculty members, over 200 graduate students, over 100 undergraduate students, over 60 postdocs, approximately 20 administrative staff and 10 teaching staff members.

The Department of Physics is seeking an Administrative Manager to lead and manage faculty administration support in the department, including the supervision of all faculty administrator staff. There are currently 5 faculty admins who provide support for approximately 25 faculty and their research groups housed in the Varian building, including those in the Stanford Institute for Theoretical Physics (SITP) program. The Administrative Manager will work in consultation with and under the general supervision of the Director of Finance and Operations, to ensure faculty admin staff are delivering high quality work and service to their stakeholders.

This role will partner with key department colleagues to strive for continuous process improvement by reviewing, assessing, and evaluating current and future needs, and providing solutions and recommendations towards achieving best practices for all work performed by faculty admin staff. This role will serve as the local subject matter expert on interpreting university policies and procedures as it relates to the faculty administrator role. They will provide guidance, training, and mentorship in the development of the faculty admin staff team.

Additionally, this role will partner with SITP leadership to ensure seamless program execution for SITP. Depending on operational and business needs, this role may also be assigned their own portfolio of faculty and research groups for whom they may provide support. This role will be part of the department’s senior management team and may serve on staff committees and work on other administrative initiatives in the department.

This isa 100% FTE, continuing, exempt 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), subject to operational need.

If you believe that this opportunity is a match for your knowledge, skills and abilities, we encourage you to apply. A cover letter and resume are required. Thank you for considering employment opportunities with the School of Humanities and Sciences.

CORE DUTIES:

· Oversee department faculty administrative support, including the supervision of faculty admin staff and their work

· Train, mentor, and coach staff on how to perform their job functions

• Independently implement, administer and evaluate day-to-day activities of the unit, function or program 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, create reports, review and explain trends; formulate and evaluate alternative solutions and/or recommendations to achieve the goals of the program or function.

• Analyze and interpret policies; develop, revise and implement procedures for program or function.

• Represent the program or function as the key contact and subject matter expert within the department, unit or school. Commit resources and provide information and/or training. May also represent the program or function 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.

• Other duties may also be assigned.

EDUCATION AND EXPERIENCE:

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

Knowledge, Skills and Abilities:

• 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.

In addition, preferred requirements include:

● Previous Stanford administrative experience

● Supervisory experience

● Event planning experience

The expected pay range for this position is $66,560 to $120,000per annum.

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 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 at stanfordelr@stanford.edu. For all other inquiries, please submit a contact 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.

Additional Information

• Schedule: Full-time

• Job Code: 4121

• Employee Status: Regular

• Grade: H

• Requisition ID: 102876

• Work Arrangement : Hybrid Eligible