Associate Director, Governance & Administration

Stanford University; Palo Alto (CA); On-site; USD 142,000 - 170,000; Full time

Job summary

Stanford University’s Land, Buildings & Real Estate (LBRE) seeks an Associate Director to coordinate facilities projects and strategic initiatives requiring Cabinet/Board approvals. You will staff Board-level meetings, prepare agendas, minutes, and supporting materials, and ensure timely submission of documentation to the Board Secretary.

You will interact with senior leadership, supervise one staff member, and collaborate with university departments to develop funding plans and capital program

Qualifications

• Superior writing and editing skills for board materials and communications.
• Experience taking notes in a Board-level environment and preparing minutes.

Responsibilities

• Develops agendas for Board of Trustees meeting cycle in consultation with LBRE leadership.
• Coordinates Cabinet and Board requirements, including advance materials for VP LBRE and L&B chair.
• Manages development of materials for approval processes and budgets.
• Develops and submits minutes for L&B Committee meetings.
• Collaborates with project managers on write-ups and budgets.
• Prepares and edits annual reports, Capital Plan, and Budget Book content.

Skills

Writing & editing

Note-taking (board level)

Interpersonal skills

MS Word

Excel

PowerPoint

SharePoint

Education

Bachelor’s degree and eight years of relevant experience

Job description

Position Overview

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 8,352 acres. We take pride in supporting the teaching and research of the university as "Caretakers of a LEGACY."

The Associate Director (AD) reports to the Associate Vice President for Finance and Administration in LBRE. Chief among this position’s responsibilities is the coordination of facilities projects and other strategic initiatives under LBRE’s purview that require the review of the University Cabinet and/or the approval of the Board of Trustees. Land and Buildings is one of several standing committees of the Stanford Board of Trustees that convene five times annually. The LBRE Vice President is the University Officer for this committee. The AD provides staff support for all committee business, including but not limited to the committee’s charge, new member orientation, and materials presented and/or submitted to the Board Secretary, including meeting agendas and minutes. Committee business generally includes the approval of major facilities projects, as well as specific strategic initiatives that have University-wide implications. Such initiatives are discussed not only at the committee level but also at the full Board. The University Cabinet meets three times a year (September, March, and May) and usually precedes each Board meeting, and most facilities items going to the Board are discussed in advance at the Cabinet. Cabinet membership is comprised of both the Executive Cabinet (the President, Provost and senior academic officers) and the Full Cabinet (the Executive Cabinet with the Vice Presidents and other senior administrative officers).

• University Governance: LBRE liaison to the Board of Trustees for communications, protocols and documentation required in support of the Committee for Land and Buildings (L&B), the Board of Trustees and the University Cabinet. Oversees the schedule and manages the delivery requirements for material submissions and presentations for LBRE-associated business at the Board and the Cabinet, ensuring the effective and timely submissions.
• Organizational Records and Funding Documentation: Assures integrity of the archive and database for all LBRE approvals and serves as the historic authority for the organization, including signature authorities delegated to LBRE and the VP LBRE. Prepares Funding Plans and Agreements in coordination with the Associate Vice President for Finance & Administration (AVP) and the Senior Director of Finance-Academic Projects. Assists the LBRE Vice President and senior leadership team as needed.
• Publications and Reporting: Participates in multiple LBRE efforts including but not limited to the review and editing of and the content for the annual Capital Budget and Three-Year Capital Plan for the University’s Budget Plan and the LBRE Year in Review (LBRE’s annual report), the Administrative Guide, the Stanford Fact Book and miscellaneous requests from University leadership.
• Supervises one direct report, a Media and Production Services Coordinator, who works remotely. Provides all necessary measures to secure and oversee this position.

Specific Job Duties

• Develops the agendas for the Board of Trustees meeting cycle in consultation with LBRE leadership
• Coordinates all Cabinet and Board requirements with the Board of Trustees office, including advance materials preparation for use by the VP LBRE and the L&B Committee chair
• Manages the schedule and development of high profile written and presentation materials in support of the approval process for LBRE projects and strategic initiatives
• Develops and submits the minutes for each L&B Committee meeting
• Researches and compiles supplemental materials that support Trustee orientations, tours, and retreats
• Collaborates with LBRE project managers in the development of project write-ups and budgets
• Participates in the project download process with LBRE senior leadership to understand project specifics and challenges
• Collaborates with a variety of university departments and schools to prepare and fully execute capital project funding plans and agreements
• Participates in the production of significant LBRE publications, including the editing of and content for the LBRE Annual Report and the Capital Plan and Budget Book
• Serves as the department resource expert on matters associated with university governance and department compliance. Reviews annual letters of delegation of signature and financial authority with LBRE senior leadership.
• Oversees the LBRE Board of Trustees database and Finance & Administration folder in SharePoint to record official approvals and associated backup documentation
• Attends and serves as the designated note taker for a variety of LBRE meetings. Drafts meeting minutes for review and distributes accordingly.
• Provides a variety of information to other University departments
• Reviews, updates and secures approvals for LBRE-related content in the Administrative Guide, including the development, documentation and communication of LBRE policies
• Establishes and maintains extensive contacts to determine the approach necessary to achieve department objectives
• Oversees one direct report in the development and implementation of a variety of LBRE publications and programs, and presentation materials in direct support of LBRE senior leadership
• Assists the Finance and Administration AVP as necessary in executing departmental matters
• Other duties as assigned

What we’re looking for

• The ideal candidate will have superior writing and editing skills, experience taking notes in a Board-level environment, a professional demeanor, and respect for the importance of confidentiality.
• Excellent interpersonal, and oral communication skills with proven ability to present, write, edit, and organize thoughts in a clear, concise, and well-organized manner
• Ability to understand complex materials and synthesize across multiple sources to produce materials for diverse audiences
• Outstanding interpersonal skills and ability to interact effectively with a diverse array of people, including senior leaders
• Proficiency with Microsoft Word and Excel required. Experience with PowerPoint and SharePoint a plus.
• Ability to manage and prioritize multiple deadlines
• Excellent time management skills
• Demonstrated ability to lead and apply ingenuity and creativity in solving complex problems

The budgeted salary for this position is $142,293 - $170,000 and is based on experience.

Responsibilities

Core Duties

• Lead strategic planning and analysis for complex functions or programs with significant business, regulatory and/or technical challenges requiring subject matter expertise. May provide development of program or function from initial concept to implementation.
• Manage the administration and evaluation of programs or functions. Oversee the interpretation, implementation and compliance with policies and regulations. Recommend actions and/or resolve complex issues that often span organizational boundaries.
• Represent the program or function at the university level and/or to external/internal stakeholders and constituencies.
• Develop and manage outreach strategy that includes relationship development, communications, and compliance.
• Oversee or supervise staff in the development and implementation of programs or functions.
• May develop and/or oversee budgets; manage finances including monitoring, analyzing, forecasting, and reporting.

Minimum Education and Experience

Bachelor’s degree and eight years of relevant experience, or combination of education and relevant experience.

Knowledge, Skills and Abilities

• Demonstrated leadership skills and ability to influence and motivate constituencies which could span multiple organizational boundaries.
• Demonstrated excellent planning, organizational and analytical skills.
• Demonstrated ability to make sound business decisions using good business judgment and innovative and creative problem-solving.
• Demonstrated ability to manage financial, organizational and staff resources.
• Excellent interpersonal and communications skills with the ability to cultivate professional and business partnerships.
• Relevant subject matter expertise.