The Precourt Institute for Energy is the interdisciplinary hub for energy research, education and convening at Stanford. Since its founding in 2009, the institute has become the go-to place for scholars, business leaders, policymakers and others seeking solutions to the world's most difficult energy challenges. The institute carries out its mission by funding early-stage energy research, developing new technologies and policies, educating leaders, and nurturing a vibrant energy ecosystem here and abroad.
The Precourt Institute for Energy is seeking a highly-qualified Operations Manager with strong organizational and analytical skills coupled with exceptional communication and relationship management proficiencies. Key components of the role include the following activities: develop operational processes to improve efficiencies and internal controls, manage complex compliance activities and ensure adherence to university policies and procedures, contribute to ongoing development of standard operating procedures and policy change, assist program managers and outreach team with budget and planning process, ensure all financial transactions are in accordance with university guidelines, provide support for annual budget cycle and variance reporting, perform month- and year-end close activities and quarterly reporting, lead meetings to educate and coach staff on best practices, serve as the primary process manager for the Institute, its centers and programs, and its initiatives advising on policies and best practices for operational management, transactional processes, etc.,
This position will also have the responsibility for managing research seed grants including pre-and post-award activities, managing paperwork for scholar, postdoc and student appointments, managing financial and logistical processes for the institute's student Fellowship Program, supporting intranet development activities, and leading on-going process development. This position is central to operations. Effective leadership and interpersonal skills are highly desired to be effective for this role.
Note: Not all unique aspects of the job are covered by this job description
Provide complex administrative or operational support with minimal supervision. May be responsible for overseeing other administrative staff or subordinates.
Act on behalf of the supervisor, department manager, or chair in regards to establishing priorities and identifying and resolving problems that are administrative in nature.
Research and/or write background information for meetings. Participate in meetings on supervisor's behalf, inform after the fact.
Oversee and/or perform duties associated with scheduling, organizing, and operating complex conferences, seminars, and events, including arranging with vendors for services, overseeing the production and distribution of materials, administering logistics, and managing event within budget.
Compose and draft documents and correspondence for presentations, course handouts, grants, conferences, seminars, and reports; perform substantial research editing and fact checking. Create, maintain, modify, and/or ensure accuracy of content in various unit documents, displays, reports, brochures, social media, and/or websites.
Plan and schedule calendar(s) without prior consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
Create complex reports and spreadsheets which may utilize specialized software and systems. Make recommendations based on reports.
Oversee and/or process a variety of complex financial transactions; produce, monitor, and reconcile budget statements; research, identify, and resolve discrepancies. May assist with capital or special equipment requests and/or vendor selection.
Coordinate complex office moves. Plan and coordinate routine remodeling and renovations.
Analyze and review material and extract pertinent information for briefing purposes.
Positions at this level also include one or more of the following duties:
In conjunction with financial lead and/or principal investigator, assist with sponsored project research proposal submissions and post award administration.
Responsible for leading the administrative functions of a program or unit.
Perform human resources transactional support and/or faculty affairs support; coordinate or manage the visa process.
Serve as building coordinator.
Oversee or supervise day-to-day work of other administrative or support staff, student and/or temporary workers, including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, reviewing work for quality, timeliness, and providing performance review input.
* - Other duties may also be assigned
Internal Number: 300593
About Stanford University
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 dedicated 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 a...n 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.