Please submit applications using the following link: https://careers-anothersource.icims.com/jobs/101662/administrative-and-finance-coordinator-stanford-university/job?mode=job&iis=Job+Board+or+Association&iisn=Craigslist
Another Source’s client, Stanford University, is recruiting an Administrative and Facilities Coordinator to join their Office of General Counsel team on campus in Palo Alto, California. This is an opportunity to join an exceptional team that supports cutting edge research and shaping our future leaders.
Internally titled: Administrative and Facilities Coordinator
About Stanford University:
The Stanford community includes more than 13,000 talented and dedicated staff that each play a vital role in shaping our future leaders, supporting groundbreaking research, and resolving some of the world’s greatest challenges. Joining our administration team in the Office of General Counsel (OGC), you’ll enable operations essential to the university's mission. You’ll provide a full range of legal administrative or operational support to the OGC including monitoring workflow and prioritizing multiple competing priorities with a heavy emphasis on calendaring.
Learn more about Stanford OGC:
https://ogc.stanford.edu/
The OGC office works primarily onsite on the beautiful Stanford campus.No matter where you are in life, each stage comes with new demands on your time. And our lifestyle support helps you manage it all with less stress.
Benefits:
Stanford recognizes that living in the Bay Area comes with a high cost of living. Because of this, they are doing their absolute best to offer a total compensation package that creates an opportunity for you to thrive in a career at Stanford AND enjoy the beautiful Bay Area! How do they do that?
Being on campus means the opportunity to utilize world-class exercise facilities where you can grab a lunchtime workout to sustainability and environmental responsibility programs that make it easy to live your values:
20+ recreational facilities
18+ Mental health and wellness programs
7+ On-site childcare facilities available to you
A caring culture! We provide superb retirement plans, generous time-off, and family care resources:
$6,000+ in tuition and training assistance annually
Up to 50% of Stanford's annual tuition cost applied to your child's undergraduate tuition across the nation https://cardinalatwork.stanford.edu/benefits-rewards/tgp
18+ PTO/Vacation days per year
Up to 5% of your base pay contributed automatically to your 403(b) + a generous match
100% of your retirement account is fully vested immediately
17+ Transportation programs and resources
Learn more about the benefits of working at Stanford:
https://cardinalatwork.stanford.edu/benefits-rewards
About the Role:
The ideal candidate will thrive in a fast-paced, dynamic environment and being part of a collaborative team. They must have excellent communication skills, enjoy working with a wide variety of people, have strong organizational skills, and the ability to multi-task and prioritize quickly and professionally in response to requests.
Expected Pay Range: $33.17 to $43.75 per hour.
Core Duties:
Oversee and process a variety of complex financial transactions and reconciliations (e.g., law firm and vendor payments; office reimbursements; p-card and t-card verifications and iJournals); research, identify, and resolve discrepancies.
Serve as administrator of legal office systems such as matter management and time-keeping systems (e.g., open and update matters; compile information from various systems to create reports). Answer queries (from attorneys, clients, and outside law firms) related to topics such as outside counsel spending totals, client reports and expense and payment status.
Serve as point of contact for office facilities and maintenance issues. This includes but is not limited to initiating work requests and monitoring completing; coordinating and monitoring maintenance services completion (trash, utilities, custodial, alarms, pest control, inspections, shredding, carpet cleaning, office systems); serving as department property administrator. Provide updates, alerts and notifications to office and help onboard new employees with respect to office and building matters.
Conduct inventory, order, and restock all office supplies.
Plan and coordinate office set-ups, moves and/or renovation projects.
Assist with event coordination (office and client meetings, OGC retreat, etc.), including booking rooms, arranging with vendors for services, obtaining food and supplies, administering logistics, and managing events within budget.
Minimum requirements:
High school diploma and four years of administrative experience, or combination of education and relevant experience.
Advanced computer skills and demonstrated experience with office software and email applications.
Demonstrated success in following through and completing project.
Excellent organizational skills and attention to detail.
Strong verbal and written communication skills.
Excellent customer service and interpersonal skills.
Ability to prioritize, multi-task, and assign work to others.
Ability to take initiative and ownership of projects.
Ability to routinely and independently exercise sound judgment in making decisions.
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.
Stanford is an equal opportunity employer, and all qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.
Another Source works with their clients, on a retained project basis. We are committed to building inclusive candidate pools as we partner with hiring teams. Veterans, women, people of color, LGBTQIA+, and people with disabilities are encouraged to apply. As you read through the job posting and review the list of qualifications (required and/or preferred), please do not self-select out if you feel you do not meet every qualification. No one is 100% qualified. We encourage you to apply and share your story with us.