Hybrid Project Support Specialist

Stanford University; Palo Alto (CA); Hybrid; USD 55,000 - 65,000; Full time

Job summary

Stanford University’s School of Engineering seeks a Project Support Specialist to provide operational support to ten departments. You will manage contracts, tracking, and budgets from initiation to completion with limited guidance, and ensure timely processing of financial transactions and work orders.

The role requires strong organizational and communication skills, experience with office software, and a proactive customer-service approach. A hybrid work arrangement is available.

Qualifications

• High school diploma and four years of administrative experience, or combination of education and relevant experience.
• Advanced computer skills with office software and email applications.
• Excellent organizational skills and attention to detail.
• Excellent verbal and written communication skills.
• Excellent customer service and interpersonal skills.
• Ability to prioritize, multi-task, and assign work to others.
• Ability to take initiative and ownership of projects.

Responsibilities

• Manage the Contract Lifecycle using Stanford procedures, including contracts, change orders, PO, funding and approvals.
• Track project finances and maintain cashflow spreadsheet for budgets and funding.
• Provide accurate processing of financial transactions and complete Stanford work orders.
• Serve as furniture expert; coordinate with vendors to order and maintain furniture; create a standard kit of parts.
• Coordinate and monitor routine maintenance, office moves and minor renovations; learn SketchUp/Bluebeam/Visio for layouts.
• Act on behalf of supervisor to establish priorities and resolve administrative problems.
• Oversee scheduling of conferences, seminars, events; coordinate with vendors; manage logistics and budgets.

Skills

Advanced computer skills

Office software proficiency

Organizational skills

Verbal communication

Written communication

Customer service

Prioritization & multi-tasking

Education

High school diploma

Tools

Office software

Job description

Stanford University’s School of Engineering seeks a Project Support Specialist to provide operational support to ten departments. You will manage contracts, tracking, and budgets from initiation to completion with limited guidance, and ensure timely processing of financial transactions and work orders.

The role requires strong organizational and communication skills, experience with office software, and a proactive customer-service approach. A hybrid work arrangement is available.