Assistant Director, Administration and Operations

Company: Stanford University
Location: Palo Alto
Posted on: November 15, 2024

Job Description:

Assistant Director, Administration and OperationsPlan, implement, manage, and administer the full life cycle of key operational processes within Residential Education. Serve as departmental subject matter expert for campus policies and processes that impact: housing assignments, theme house administration, housing/facilities, constituent operations (building access, meals, parking), office management, capital equipment property administration and technology resource management.CORE DUTIES*:

• 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.
  • Lead housing assignments for approximately 3,300 undergraduates annually, including theme house pre-assignments, first year student assignments, exemptions, and configuration assignments.
  • Oversee operations and resource management for ResEd, covering building access, parking, meal coordination, office space, capital equipment, and tech resources.
  • Manage a custom SAAS application to support pre-assignments and first year student housing processes.
  • Maintain and oversee large databases with student, resident fellow, and staff data.
  • 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.
    • Collect and analyze data to identify trends in student housing choices and assess the impact of changes in applications, policies, and procedures on housing assignments. Based on findings, develop recommendations to support or modify the goals of housing assignments and department operations, which may include adjustments to existing policies and procedures.
    • Analyze and interpret policies; develop, revise and implement procedures for program or function.
      • Analyze and interpret policies to ensure accurate and consistent housing assignments, and strategize solutions for complex issues involving housing, disability, and civil rights laws. Conduct regular audits of data related to building access, office space, and resource inventories to maintain compliance and appropriate access levels. As the Department Property Administrator, manage property records and provide guidance on asset management, including acquisition, transfers, custody, maintenance, inventory, and disposal.
      • 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.
        • Act as the primary liaison between ResEd and R&DE Housing and Dining, Stanford Transportation, and the PMO on housing assignments, building access, dining, parking, and property-related matters. Collaborate with campus partners, including R&DE, Transportation, OAE, and VPUE First Year Programs, to address sensitive and urgent housing issues while fostering positive relationships.
        • Organize and/or participate in outreach activities that may include developing communications and training, planning/promoting events and/or conferences.
          • Serve as the primary contact for all housing assignment communications, including drafting messages and updating the website and application system. Provide responsive customer service to address individual and complex housing issues, ensuring fairness in the assignment process. Develop and deliver training sessions to educate professional staff, resident fellows, and students on housing assignment procedures.
          • May direct staff to perform various tasks and assignments. May also supervise staff.
            • Provide indirect coaching and guidance to the Community Coordinator team to ensure accurate and timely completion of assignments. Oversee the Program Coordinator's work in managing office space, capital equipment, and tech resources.* Other duties may also be assignedMINIMUM REQUIREMENTS: -Education & 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.Certifications and Licenses: NonePHYSICAL REQUIREMENTS*:
                • Constantly perform desk-based computer tasks.
                • Frequently stand/walk, sitting, grasp lightly/fine manipulation.
                • Occasionally use a telephone.
                • Rarely lift/carry/push/pull objects that weigh 11-20 pounds.* - 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 his or her job.WORKING CONDITIONS: -
                  • Hybrid with 3 days onsite
                  • Able to work on evenings and weekends, as neededWORK STANDARDS:
                    • Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clients and with external organizations.
                    • Promote Culture of Safety: Demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned.
                    • Subject to and expected to comply with all applicable University policies and procedures, including but not limited to the personnel policies and other policies found in the University's Administrative Guide, http://adminguide.stanford.edu.HOW TO APPLY:We invite you to apply by clicking on the "Apply for Job" button. To be considered, please submit your r--sum-- and a one-page cover letter along with your online application.
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Keywords: Stanford University, West Sacramento , Assistant Director, Administration and Operations, Executive , Palo Alto, California