Project Support Specialist

Stanford Reglab; California; Híbrido; USD 55.000 - 65.000; Jornada completa

Descripción de la vacante

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

Formación

• 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.

Responsabilidades

• 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.

Conocimientos

Office software

Project execution

Organization & detail

Verbal & written communication

Customer service

Prioritization & multitasking

Initiative & ownership

Judgment & decision making

Educación

High school diploma

Herramientas

SketchUp

Bluebeam

Visio

Descripción del empleo

This position has been deemed critical by the School of Engineering Dean’s Office and is exempt from the hiring freeze.

For Stanford University employees, please apply through the Opportunity Marketplace within Sequoia.

Note - Visa sponsorship is not available for this position. All candidates must be eligible to work and live in the U.S.

Work Arrangement

This position is eligible for a hybrid work arrangement with a minimum of 4 days/week working at the Stanford main campus, subject to operational needs.

Budgeted Salary

The budgeted base salary range for this position is $40.10 to $47.04 per hour.

The School of Engineering

Stanford Engineering has been at the forefront of innovation for over a century, creating pivotal technologies that have transformed the worlds of information technology, communications, health care, energy, business and beyond. Our faculty and students are creative risk-takers who pursue excellence across a breadth of disciplines. Our alumni include some of the world's most successful leaders in technology and business. Our staff are critical to enabling Stanford Engineering to accomplish its mission: seeking solutions to some of the world's most urgent challenges and educating leaders who will make the world a better place through the power of engineering principles, techniques and systems.

Project Support Specialist

The School of Engineering, Facilities Planning and Management, seeks a Project Support Specialist to provide operational support to our ten departments. Reporting to the Director of Facilities and Planning, this position is critical in supporting our mission: to seek solutions to important global problems and educate leaders who will make the world a better place. You will manage work orders, contracts and purchase order tracking, and budgets for assigned projects from initiation through completion with limited guidance. Are you personable, proactive, and exude a high-level of customer service? Then this position may be the right fit for you!

In this role you will

• Manage the Contract Lifecycle using the established Stanford procedures. This includes submitting and tracking contracts, change orders, purchase orders, funding and approval process via Form 1s, bond waivers on projects, closeout documents, lien releases, permit cards, and record drawings and documents.
• Track project finances and maintain the cashflow spreadsheet that tracks the progress of budgets and funding for capital projects, faculty lab renovations, and other key SoE projects. Manage the yearly allocation of facilities reserve funds allocated to the SoE by the Provost and update the master project spreadsheet utilized by LBRE, building managers, safety specialists, and other facilities team members.
• Provide accurate and timely processing of financial transactions and complete Stanford work orders necessary for project support.
• Serve as the furniture expert. Work with established vendors, or find acceptable alternatives, to order furniture for new projects, including laboratories, offices, conference/conversation rooms, and collaboration areas. Develop a standard “kit of parts” to maintain continuity for the building’s appearance and functionality. Assist customers with warranty service for their existing furniture which may have broken or failed while under warranty or assist with the ordering of replacements if the piece(s) are out of warranty.
• Coordinate and monitor routine maintenance services completion, office moves and/or minor renovation projects. Provide quality control for delivery, assembly, and installation into Stanford spaces. Learn a graphics program (Sketch-up, Bluebeam, Visio) to be able to complete simple office layouts eliminating the expense and delay of using a vendor for this service.

Perform a variety of administrative duties which may include reception duties, creating and editing communications, documents, reports and spreadsheets, scheduling and/or coordinating meetings, making travel arrangements, managing or maintaining office operations, performing employment and financial transactions.

Core Duties

• Act on behalf of the supervisor, department manager, or chair in regards to establishing priorities and identifying and resolving problems that are administrative in nature.
• Oversee and/or perform duties associated with scheduling, organizing, and operating complex conferences, seminars, and events, including arranging with vendors for services, overseeing the production and distribution of materials, administering logistics, and managing event within budget.
• Compose and draft documents and correspondence for presentations, course handouts, grants, conferences, seminars, and reports. Perform substantial editing and fact checking. Create, maintain, modify, and/or ensure accuracy of content in various unit documents, displays, reports, brochures, social media, and/or websites.
• Plan and schedule calendar(s) with limited consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
• Create complex reports and spreadsheets which may utilize specialized software and systems.
• Oversee and/or process a variety of complex financial transactions; produce, monitor, and reconcile budget statements; research, identify, and resolve discrepancies. May assist with capital or special equipment requests and/or vendor selection.
• Coordinate and monitor routine maintenance services completion. Plan and coordinate office moves and/or minor renovation projects.
• May lead staff or supervise day-to-day work of student and/or temporary workers, including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, reviewing work for quality and timeliness, and providing performance review input.

Minimum Education and Experience

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

Knowledge, Skills and Abilities

• Advanced computer skills and demonstrated experience with office software and email applications.
• Demonstrated success in following through and completing projects.
• Excellent organizational skills and attention to detail.
• Excellent Strong 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.
• Ability to routinely and independently exercise sound judgment in making decisions.