Administrative Associate 2

Welcome to Land, Buildings & Real Estate Land, Buildings & Real Estate (LBRE) is the operational core of Stanford University’s physical campus. LBRE constructs and maintains the Stanford campus, where advancements across the academic spectrum are made possible. Our work is founded upon the collective value of dedication, innovation, expertise, teamwork, and continuous improvement. We are committed to serving the university’s academic mission, as well as preserving and enhancing Stanford’s 8,180 acres, and pride ourselves on supporting the teaching and research of the university as “Caretakers of a LEGACY." Department Introduction: The Energy Operations Administrative Associate supports the administrative needs of the Energy Operations (EO) organization at Stanford University. These tasks include coordinating with counterparts to ensure Energy Operations’ administrative needs are met. In addition to core administrative functions such as calendar scheduling, organizational planning, time & leave administration, and procurement support, this position will provide support for Central Energy Facility (CEF) tour docent program. The position also provides document control support for ongoing operations and project execution. Reviews approved processes and procedures to track whether staff are completing work consistently and on schedule. Reports to the Senior Director of Energy Operations at Stanford University. Job Purpose: 40% - Provide core administrative support functions including, but not limited to, calendar scheduling and planning for the Energy Operations organization and select managers, time and leave administration, employee labor tracking for main campus and Redwood City Campus, procurement activities such as purchase requisition and purchase order creation and tracking, and new hire onboarding support and tracking. 30% - Work with Associate Directors to provide administrative support for the CEF employee training program to ensure the training needs of each department are met and accurately tracked. Work with EO’s Associate Director of Safety, Land, Buildings and Real Estate Safety Office and Stanford University Environmental, Health & Safety as needed to ensure EO training compliance requirements are met and carefully tracked. 20% - Provide document control support to EO for ongoing needs and project support. Ensure documents are well organized, updated, and file revision tracking is maintained. Coordinate with Associate Directors to ensure unique department needs are met, but all files are saved in a common and known location to provide consistent file access to all employees. Collaborate with internal and external groups to ensure documentation is accessible on internal website. 10% - Administrative support for the CEF Tour Docent Program including planning, scheduling and tracking tour docent qualifications, tour scheduling support and docent assignment, and providing logistical support for campus visitors. Coordinate with Associate Directors to recruit docents and update tour docent training program as needed. Preferred Knowledge and Skills: Proficient with business software applications such as Microsoft Office, Aveva PI and eDNA. Experience in document control, technical writing, or related work. Experience with computer maintenance management software (CMMS), such as Maximo. Administration experience in renewables, power generation, district energy, or related field. Awareness of environmental and safety rules, regulations, and policies associated with power generation or other industrial facilities. Core Duties : Respond to inquiries, and determine and take appropriate action as required. Serve as a resource regarding a defined set of policies and procedures. 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 presentations, course handouts, grant proposals, conference and seminar materials, 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. Process and monitor routine financial transactions, which may include researching and resolving discrepancies. 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. Maintain approved content on websites. May perform human resources transactional support, e.g. time cards, I9s, and/or faculty affairs support. May guide and train student and/or contingent workers including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, and reviewing work for quality and timeliness. Minimum Education and Experience High school diploma and three years of administrative experience, or combination of education and relevant experience. Knowledge, Skills and Abilities : 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.