Office Manager/Facilities Support

Westfield State University; Stanford (CA); On-site; USD 80,000 - 100,000; Full time

Job summary

A prestigious university is seeking an Office Manager to oversee the front desk and assist with administrative tasks at its Redwood City campus. The ideal candidate will possess strong organizational and communication skills, alongside a high school diploma and relevant experience. This full-time position includes a competitive salary and benefits, contributing to a vibrant academic community.

Benefits

Career development programs

Generous time-off

Health care benefits

Qualifications

• 3 years of administrative experience or relevant combination of education and experience.
• Proficient computer skills with office software and email applications.

Responsibilities

• Manage front desk operations and respond to inquiries.
• Schedule and organize events and meetings.
• Process routine financial transactions and maintain office supplies.

Skills

Organizational skills

Customer service

Communication skills

Attention to detail

Education

High school diploma

Job description

Office Manager/Facilities SupportSchool of Medicine, Redwood City, California, United StatesAdministrationJun 16, 2025 Post Date106670 Requisition #The Division of Gastroenterology and Hepatology has a long tradition of major contributions in basic research, a new commitment to clinical and outcomes research, a track record of training fellows for academic careers, and a longitudinal commitment to providing care for patients with complex gastrointestinal and liver diseases.

We are seeking to hire an Administrative Associate 2 to manage the front desk and reception area at the Redwood City location. This position requires greeting all guests and ensuring they sign in, managing the main phone lines, website, and facility requests for the Redwood City location, responding to and triaging questions, escalating issues when necessary, and sorting mail/packages for faculty and staff on a daily basis.Additionally, this position will provide coverage for other Administrative Assistants (AAs) as needed, which may include administrative support for faculty members. This individual should be a self-starter, willing to tackle challenging and often complex projects. Occasional overtime may be required during evening hours or weekends to monitor the temperature tracking systems.Duties include:

Respond to inquiries, determine and take appropriate action as required. Serve as a resource regarding a defined set of policies and procedures.Perform duties associated with scheduling, organizing, and operating conferences, seminars, and events, including recommending vendors for services, overseeing the production and distribution of materials, coordinating logistics, and serving as liaison with internal and external vendors.Draft and/or generate routine communications; coordinate production (formatting, copying, etc.) and dissemination of documents, such as presentations, course handouts, grant proposals, conference and seminar materials, reports, brochures, and displays.Plan and schedule calendar(s) based on consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.Process and monitor routine financial transactions, which may include researching and resolving discrepancies.Maintain office supplies and equipment; obtain vendor quotations, as needed. Coordinate office moves.May serve as the point of contact for general maintenance, health and safety, and other facility concerns within the unit(s); report any incidents or potential safety problems to appropriate representatives. Track completion of required training.May guide and train student and/or contingent workers including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, and reviewing work for quality and timeliness.

DESIRED QUALIFICATIONS:

This individual should be a self-starter, willing to tackle challenging and often complex projects. Occasional overtime may be required during evening hours or weekends to monitor the temperature tracking systems.

EDUCATION & EXPERIENCE (REQUIRED):

High school diploma and three years of administrative experience, or combination of education and relevant experience.

KNOWLEDGE, SKILLS AND ABILITIES (REQUIRED):

Proficient computer skills and demonstrated experience with office software and email applications.Demonstrated success in following through and completing routine tasks.Strong organizational skills and attention to detail.Strong verbal and written communication skills.Excellent customer service and interpersonal skills.Ability to prioritize and multi-task.

CERTIFICATIONS & LICENSES:

None

PHYSICAL REQUIREMENTS*:

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.

WORKING STANDARDS:

Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clients and with external organizations.Promote Culture of Safety: Demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned.Subject to and expected to comply with all applicable University policies and procedures, including but not limited to the personnel policies and other policies found in the University’s Administrative Guide, http://adminguide.stanford.edu/.

The expected pay range for this position is $31.79 to $37.96 per hour.Stanford University provides pay ranges representing its good faith estimate of what the university reasonably expects to pay for a position. The pay offered to a selected candidate will be determined based on factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, geographic location and external market pay for comparable jobs.At Stanford University, base pay represents only one aspect of the comprehensive rewards package. The Cardinal at Work website (https://cardinalatwork.stanford.edu/benefits-rewards) provides detailed information on Stanford’s extensive range of benefits and rewards offered to employees. Specifics about the rewards package for this position may be discussed during the hiring process.Why Stanford is for YouImagine a world without search engines or social platforms. Consider lives saved through first-ever organ transplants and research to cure illnesses. Stanford University has revolutionized the way we live and enrich the world. Supporting this mission is our diverse and dedicated 17,000 staff. We seek talent driven to impact the future of our legacy. Our culture and unique perks empower you with:

Freedom to grow. We offer career development programs, tuition reimbursement, or audit a course. Join a TedTalk, film screening, or listen to a renowned author or global leader speak.A caring culture. We provide superb retirement plans, generous time-off, and family care resources.A healthier you. Climb our rock wall or choose from hundreds of health or fitness classes at our world-class exercise facilities. We also provide excellent health care benefits.Discovery and fun. Stroll through historic sculptures, trails, and museums.Enviable resources. Enjoy free commuter programs, ridesharing incentives, discounts and more.

Consistent with its obligations under the law, the University will provide reasonable accommodations to applicants and employees with disabilities. Applicants requiring a reasonable accommodation for any part of the application or hiring process should contact Stanford University Human Resources by submitting a contact form.
Stanford is an equal employment opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law.
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.Additional Information

• Schedule: Full-time
• Job Code: 4097
• Employee Status: Regular
• Grade: E
• Requisition ID: 106670
• Work Arrangement : On Site