Executive Office Coordinator Jobs

Job Title: Administrative Associate 3

Working Title: Executive Office Coordinator

VPUE Unit: Haas Center for Public Service

Location: Stanford Main Campus, Onsite

Job Code: 4103

Job Grade: F

FTE: 100%

Exemption Status: Non-exempt, Continuing

The Haas Center for Public Service is seeking an Executive Office Coordinator who is instrumental to our overall operations and manages critical aspects of the Center-wide work of the Executive Director and the Faculty Director. The position provides the opportunity to support and contribute to the work of the 30+ members of the Haas Center staff, along with many campus and external stakeholders such as the university President’s office, National Advisory Board members, various faculty members, and alumni from across the nation.

This position is ideal for an individual interested in pursuing a career in higher education administration and/or student programming. To succeed in this role, you must possess excellent communication, time-management skills, and people skills, and the ability to prioritize and complete assignments in a fast-paced environment. A positive and enthusiastic attitude and genuine desire to assist across teams is essential, as is the ability to maintain confidentiality when dealing with sensitive information and to use tact and diplomacy in interactions with students, faculty, staff, and external partners.

In this role, you will:

• Maintain membership and attendance records
• Provide staffing to National Advisory Board (NAB) and Faculty Steering Committee (FSC) efforts under the supervision of designated staff coordinators:
  • Maintain membership and attendance records
  • Coordinate and disseminate NAB- and FSC-wide communications
  • Manage annual membership transitions
  • Coordinate and disseminate agendas and materials for meetings
  • Attend meetings and take notes as requested
  • Coordinate annual recruitment, onboarding, and support for student NAB members
• Manage space preparation (room set-up, AV, etc.)
• Assist with onboarding new staff members.
• Manage Executive Office Operations and assist with the administration of the executive office budget, process financial reimbursements for operational, travel and event expenditures.
• Manage annual membership transitions
• Disseminate agendas and produce and share meeting notes for advisory board meetings (NAB and FSC) and staff meetings (leadership council, managers meetings, and all staff meetings/briefings).
• Coordinate with staff responsible for meeting content
• Coordinate and disseminate agendas and materials for meetings
• Coordinate general front-office administration and process functions that include:
  • Manage Executive Office Operations and assist with the administration of the executive office budget, process financial reimbursements for operational, travel and event expenditures.
  • Sort incoming mail, maintain supplies in the 1st floor copy room and oversee central equipment use including departmental iPads and projector.
  • Assist with onboarding new staff members.
• Coordinate meeting logistics:
  • Arrange/Reserve suitable space
  • Manage catering
  • Coordinate with staff responsible for meeting content
  • Manage space preparation (room set-up, AV, etc.)
  • Assist with preparation and distribution of necessary materials (agendas, hand-outs, etc.)
• Manage catering
• Maintain Center-wide room scheduling system
• Provide staff support to the Executive Director and Faculty Director of the Haas Center for Public Service that includes managing schedules, making travel arrangements and coordinating conference calls with external entities
• Assist with preparation and distribution of necessary materials (agendas, hand-outs, etc.)
• Staff front office and serve as welcoming presence for inquiries and visits, directing visitors as necessary
• Maintain and enhance the community of the Haas Center, including participation in unit and divisional staff meetings, and involvement in various committees and projects, with guidance from supervisor
• Coordinate and disseminate NAB- and FSC-wide communications
• Onboard/Train and supervise daily activities of student and temporary workers in the Executive Office as necessary
• Maintain Center-wide digital document drives to ensure access to current versions of electronic resources
• Input data, update electronic databases, web sites, literature, and associated materials; contribute to executive office website content. May collect, gather and validate data, prepare basic reports related to long-range planning/Center wide projects or other needs as identified by supervisor.
• Coordinate annual recruitment, onboarding, and support for student NAB members
• Arrange/Reserve suitable space
• Attend meetings and take notes as requested
• Constantly perform desk-based computer tasks. Frequently sitting. Occasionally stand/walk, reach/work above shoulders, grasp lightly/fine manipulation, grasp forcefully, use a telephone, sort/file paperwork or parts, lift/carry/push/pull objects that weigh up to 10 pounds. Rarely twist/bend/stoop/squat, kneel/crawl.
• Respond to routine inquiries (in-person, phone and/or email) from students, faculty, external constituents, and staff (including space requests from Stanford departments and community partners)
• As requested, attend and maintain notes/records of meetings
• Sort incoming mail, maintain supplies in the 1st floor copy room and oversee central equipment use including departmental iPads and projector.
• Provide staff support for meetings and events, including staff meetings, staff retreats, holiday celebrations, NAB meetings, and FSC meetings.
  • Disseminate agendas and produce and share meeting notes for advisory board meetings (NAB and FSC) and staff meetings (leadership council, managers meetings, and all staff meetings/briefings).
  • Oversee planning and execution of the Center’s annual spring awards ceremony (Walk the Talk, Friends of Haas): event planning (arrange space/catering for ceremony), coordination of nominations and selection process, develop sequence of events for awards presentation ceremony and create a flow of the ceremony for speakers, including incorporation of Kennedy-Diamond Award for Excellence and Kenworthy Fund for Student Innovation in Public Service awardees.
  • Coordinate meeting logistics:
    • Arrange/Reserve suitable space
    • Manage catering
    • Coordinate with staff responsible for meeting content
    • Manage space preparation (room set-up, AV, etc.)
    • Assist with preparation and distribution of necessary materials (agendas, hand-outs, etc.)
• Oversee planning and execution of the Center’s annual spring awards ceremony (Walk the Talk, Friends of Haas): event planning (arrange space/catering for ceremony), coordination of nominations and selection process, develop sequence of events for awards presentation ceremony and create a flow of the ceremony for speakers, including incorporation of Kennedy-Diamond Award for Excellence and Kenworthy Fund for Student Innovation in Public Service awardees.

• -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.