Hybrid Project Budget Support Specialist

Stanford Reglab; California; Hybrid; USD 55,000 - 65,000; Full time

Job summary

Stanford University’s School of Engineering, Facilities Planning and Management, seeks a Project Support Specialist to manage contracts, budgets, work orders, and purchase orders for capital projects. This role provides administrative support across ten departments, coordinating furniture procurement, moves, and minor renovations, while delivering high-level customer service.

You will learn to use SketchUp, Bluebeam, and Visio to support office layouts, and you will supervise student or

Qualifications

• High school diploma with four years of administrative experience or a combination of education and relevant experience.
• Advanced computer skills with office software and email applications.
• Strong organizational skills and attention to detail.
• Excellent verbal and written communication skills.
• Excellent customer service and interpersonal skills.
• Ability to prioritize, multitask, and assign work to others.
• Ability to take initiative and ownership of projects.
• Ability to routinely and independently exercise sound judgment in making decisions.

Responsibilities

• Manage the Contract Lifecycle using the established Stanford procedures, including submitting and tracking contracts, change orders, purchase orders, funding and approval processes.
• Track project finances and maintain cashflow spreadsheets; manage budgets and funding for capital projects, faculty lab renovations, and other SoE projects.
• Provide accurate and timely processing of financial transactions and complete Stanford work orders for project support.
• Serve as the furniture expert; coordinate procurement, warranties, and replacements for furniture in new projects.
• Coordinate and monitor routine maintenance, office moves and minor renovations; develop simple office layouts using graphics programs.
• Oversee administrative duties such as scheduling meetings, travel arrangements, and document creation.
• Lead or supervise day-to-day work of student/temporary staff as needed.
• Create complex reports and spreadsheets and manage content across unit documents and websites.

Skills

Office software

Project execution

Organization & detail

Verbal & written communication

Customer service

Prioritization & multitasking

Initiative & ownership

Judgment & decision making

Education

High school diploma

Tools

SketchUp

Bluebeam

Visio

Job description

Stanford University’s School of Engineering, Facilities Planning and Management, seeks a Project Support Specialist to manage contracts, budgets, work orders, and purchase orders for capital projects. This role provides administrative support across ten departments, coordinating furniture procurement, moves, and minor renovations, while delivering high-level customer service.

You will learn to use SketchUp, Bluebeam, and Visio to support office layouts, and you will supervise student or