Stanford's Center on Democracy, Development, and the Rule of Law (CDDRL) at the Freeman Spogli Institute for International Studies is seeking an administrative manager to serve as the key point of contact for administrative and operational services at CDDRL. The individual will report to CDDRL's Associate Director and work in conjunction with our Center director. The administrative manager will represent CDDRL within our larger institute serving as an important liaison for key administrative functions and the interpretation and application of university personnel and administrative policies and procedures. They will also be responsible for supervision of three administrative associates and student employees. The position requires someone who is adept at using HR and finance systems, is extremely detail-oriented and possesses strong leadership skills. They should also work independently with little or no supervision. In addition, the administrative manager should be comfortable engaging with faculty, senior staff, visiting fellows and students, serving as a vital connector and resource to our growing research community.
The ideal candidate should be interested and experienced in general organizational operations, which include: human resource management, financial administration, facilities management, university policies, etc. Familiarity with Stanford finance and HR systems (Oracle Financials, Taleo, Axess, Graduate Financial Systems) and ability to interpret Stanford policies is highly desirable. They will work with the Associate Director to redistribute workflow among staff, support staff development, weigh-in on hiring decisions and support employee engagement efforts.
The administrative manager will also be responsible for administering CDDRL's student fellowship programs, our visiting fellowships and may help with organizing special events and conferences.
The ideal candidate will be friendly, work independently, be skilled at building teams and bring superior knowledge of Stanford policies necessary to inform the operations of a mid-sized and growing research center.
Supervisory experience is required; please do not apply to this position if you do not have experience hiring, supervising, training and mentoring direct reports.
For consideration, please submit resume and cover letter. All final candidates must complete a background check.
Note: Not all unique aspects of the job are covered by this job description
Administer and support programs or functions under general supervision.
Independently implement, administer and evaluate day-to-day activities of the unit, function or program. Act as key contact.
Work together with CDDRL Associate Director to administer the day-to-day operations of the Center, ensuring the smooth flow of communications for the effective internal working of the Center.
Advise faculty and staff on Stanford administrative and human resources policies and provide guidance and council regarding ramifications of decisions.
Process all appointments for visiting professors, scholars and students, which includes; collecting necessary documentation, processing appointment forms and working with Central HR or the University Registrar's Office to get their appointments approved, assisting with onboarding processes, and visa processing for non-US citizens.
Appoint postdoctoral fellows through Stanford's postdocs office, and registrar's office for visiting student researchers.
Process Graduate Financial Systems payments, student stipends and SU-21 payments
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.
Monitor day-to-day expenses, determining which accounts are to be charged, ensuring proper use of funds.
Analyze and interpret policies; develop, revise and implement procedures for program or function.
Manage pre- and postdoctoral scholar programs by interpreting guidelines, identifying and analyzing problems, organizing the intake and review process for the selection process, and making recommendations for action to faculty committees on policy and awards.
Counsel faculty on policies and procedures regarding hiring of Research Assistants, and unusual onetime payment requests (thesis awards, research funding).
Manage all aspects of Post-Doc appointments including salary setting and visa guidance.
Represent the program or function within the department, unit or school. May also represent the program or function to external constituencies.
Serve as main point of contact for CDDRL for FSI-related administrative functions, liaise with FSI concerning policy recommendations and implementation. May serve and represent Center for University-wide administration issues.
Serve as the Center emergency coordinator for CDDRL, including participating in FSI Central emergency response team.Ensure that all newcomers to CDDRL receive FSI Emergency Action Plan, that all occupants are aware of and know evacuation route and location of emergency assembly point, ensure that all complete Stanford's General Safety and Emergency Training course (EHS-4200) and Ergonomics-Computer Workstations (EHS-3400).
Organize and/or participate in outreach activities that may include communications, events, training, and/or conferences. May participate in development of budgets or oversee budgets and monitor and approve expenditures.
Will help to coordinate CDDRL special events, workshops and conferences on an as-needed basis.
Will need to make spending decisions concerning CDDRL's central budget, will track spending and may be required to monitor and approve expenditures.
May direct staff to perform various tasks and assignments. May also supervise staff.
Hire, train, supervise and mentor administrative staff so they are compliant with University policies and requirements.
Work with Central HR and CDDRL Associate Director on yearly performance management of employees
Review candidates for jobs in Taleo, and collect hiring documents for Associate Director and faculty members
Administer timecard approvals for CDDRL staff and student employees
ADDITIONAL CORE DUTIES:
General Operational Support
Maintain and track keys and access cards for the Center
Work with Center Directors on office space allocations
Department STAR (IT Services – access reports, add/delete/move/change telephone lines and charges)
Report building maintenance, health, and safety issues
Troubleshoot and report problems with CDDRL machines and equipment
Maintain People page of the CDDRL Website
Assist faculty members with various questions or problems
Work with Associate Director to coordinate staff retreat and employee engagement activities
Located between San Francisco and San Jose in the heart of Silicon Valley, Stanford University is recognized as one of the world's leading research and teaching institutions. Leland and Jane Stanford founded the University to "promote the public welfare by exercising an influence on behalf of humanity and civilization." Stanford opened its doors in 1891, and more than a century later, it remains d...edicated to finding solutions to the great challenges of the day and to preparing students for leadership in a complex world. The University's thriving diverse community is comprised of nearly 7000 undergraduate students, 9000 graduate students, 2000 faculty members, 1900 postdoctoral scholars, and over 11,000 academic and administrative staff in seven schools including several interdisciplinary research centers and institutes. The campus spreads over 8000 contiguous acres and nearly all undergraduates live on campus. Stanford offers bachelor's and master's degrees in addition to doctoral degrees (PhD, MD, DMA and JD) plus a number of professional and continuing education programs and certifications. More at http://facts.stanford.edu and http://www.stanford.edu.
Stanford University is an equal opportunity employer and is committed to increasing the diversity of its faculty. It welcomes nominations of and applications from women, members of minority groups, protected veterans and individuals with disabilities, as well as from others who would bring additional dimensions to the university’s research, teaching and clinical missions.