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

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.

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.

Responsibilities

• Act on behalf of the supervisor, department manager, or chair inregards to establishing priorities and identifying and resolvingproblems 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 productionand distribution of materials, administering logistics, and managingevent within budget.
• Compose and draft documents and correspondence for presentations,course handouts, grants, conferences, seminars, and reports. Performsubstantial editing and fact checking. Create, maintain, modify, and/orensure accuracy of content in various unit documents, displays, reports,brochures, social media, and/or websites.
• Plan and schedule calendar(s) with limited consultation, resolvecalendaring conflicts, and arrange travel in compliance with unit,university, and sponsor policies.
• Create complex reports and spreadsheets which may utilizespecialized software and systems.
• Oversee and/or process a variety of complex financialtransactions; produce, monitor, and reconcile budget statements;research, identify, and resolve discrepancies. May assist with capitalor special equipment requests and/or vendor selection.
• Coordinate and monitor routine maintenance services completion.Plan and coordinate office moves and/or minor renovationprojects.
• May lead staff or supervise day-to-day work of student and/ortemporary workers, including scheduling, assigning, and prioritizingworkloads, setting appropriate deadlines, reviewing work for quality andtimeliness, and providing performance review input.

Minimum Education and Experience

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

Knowledge, Skills and Abilities

• Advanced computer skills and demonstrated experience with officesoftware and email applications.
• Demonstrated success in following through and completingprojects.
• Excellent organizational skills and attention to detail.
• Excellent Strong verbal and written communicationskills.
• Excellent customer service and interpersonal skills.
• Ability to prioritize, multi-task, and assign work toothers.
• Ability to take initiative and ownership of projects.
• Ability to routinely and independently exercise sound judgment inmaking decisions.