Administrative Operations Coordinator (2 Year Fixed Term)
July 31, 2018
Administrative Operations Coordinator (2 Year Fixed Term)
Job Number: 79865
The Veterinary Service Center (VSC) at Stanford University provides Laboratory Animal Care and operates within the Department of Comparative Medicine. We are fully accredited by the Association for Accreditation and Assessment of Laboratory Animal Care (AAALAC). Our vision is to pioneer in laboratory animal care, driving research innovations from bench to bedside.
The Department of Comparative Medicine's Veterinary Service Center (VSC) of Stanford University is seeking an Administrative Operations Coordinator (2 Year Fixed Term) to perform specialized, diverse work activities and coordinate solutions, under limited supervision, solely supporting the operations, maintenance, repair, upkeep, inventory tracking, and refurbishing activities related to the physical environment and building systems of the university. This is an individual contributor role.
Under the direction supervision of the Service Center's Applications Manager, candidate will perform highly responsible and complex, procurement administrative assistance and veterinary coordination duties; exercises independent judgment and confidentiality in assisting with administrative procurement details, requiring considerable knowledge, use and interpretation of University, Veterinary Service Center (VSC), and Institutional Animal Care and Use Committee (IACUC) policies and procedures. Coordinates processes between (this should also state that it is not just coordination, but also doing the actual work for the teams) Husbandry, Animal Trax census team, and Animal Procurement staff to ensure smooth, timely, and efficient operations, and assists the director and managers with technical and administrative duties having university-wide and department-wide impact; researches, collects, analyzes, and compiles data and information; authors reports, maintains financial records, files and costs related to department operations, programs and expenditures.
Perform highly responsible and complex administrative assistance, purchasing, and veterinary office coordination duties to assist the functions between Animal Procurement, Animal Receiving, and Husbandry coordination with Husbandry Supervisors. Incumbent will help coordinate the ordering, receiving, and record keeping of all animals ordered by the research community on a daily basis. Serves as a member of a VSC Lean/Process Improvement team; assists in the planning and implementation of VSC-wide operations and makes recommendations to enhance current operations.
Incumbent will help coordinate and execute the ordering, receiving prep, receiving, and record keeping of all animals ordered by the research community on a daily basis. Incumbent will ensure that husbandry directory will be updated on a daily basis using the PI lab information on e-Protocol, coordinate the information with the husbandry supervisors to ensure species and type of animals are in compliance with assigned animal rooms. Coordinates and administers day-to-day activities and functions between Animal Procurement, Animal Receiving, Animal record-keeping and Census, and related-husbandry coordination, utilizing a high degree of independent judgment and initiative. Researches, records and obtains information from other offices and agencies as necessary to perform assigned duties. Serves as spokesperson for these functions at various operational meetings; coordinates operations with other labs; notifies others of daily operations and special projects; and assists in the deployment of process improvement initiatives within the VSC, this includes help testing new versions of software used at the VSC.
Composes and prepares a variety of correspondence, memos, reports, and other materials for the Veterinary Service Center when required; attending the weekly supervisor meeting to help with coordination and confirmation of receiving of purchased animals of all types/species. Develops, drafts, and recommends process improvements on procedure guidelines for areas of responsibility. Remains current logistical issues between incoming animal orders, the Animal Trax census team, the census record-keeping system, and the husbandry staff; exercises discretion in disseminating information, explaining policies and procedures and speaking as directed in personal and telephone contacts and meetings. Incumbent will be the main point of contact between the ordering labs, VSC buyers, and husbandry supervisors assigning animal rooms, and finally, the census data team to record animal inventory.
Complete project coordination by: performing the assigned tasks within department projects; acting as a project coordinator/liaison; and overseeing and executing projects (limited to small, local projects), including their organization, scheduling, budgeting, and implementation.
Operates a variety of modern office equipment and modern software to include, but not limited to, MS Office, printers, copiers, calculators, multi-line phone system, scanners and fax machines, or other specialized equipment, and personal computers in a windows based computing environment using standard or customized software application programs appropriate to assigned activities. Performs a variety of customer services interaction with the research community; provides procedural information to various labs; receives and processes requests and complaints and routes individuals to proper individuals as appropriate.
Serve as safety management coordinator by correcting identified safety issues; tracking chemical inventory, disposal, hazardous waste; communicating and implementing disposal procedures in laboratory settings; conducting safety training and/or new employee facility orientation; and participating in emergency preparedness, recovery and business continuity coordination.
Coordinate communications services (network administration, desktop support, primary troubleshooting, and telephony liaison); provide updates, alerts, notifications to building occupants, including websites, phones; and oversee mailing services, shipping and delivery.
Coordinate space management and planning activities including: move coordination; space inventory; space allocation tracking; specifying set-ups; maximizing space utilization; providing input into facilities renewal model; and capital plan implementation (as assigned).
* - Other duties may also be assigned. DESIRED QUALIFICATIONS:
Bachelor degree in business administration, office management, secretarial training or related field;
Five (5) years of increasingly responsible administrative office support experience, including at least two (2) years' experience in a lead or supervisory capacity;
Proficiency at an intermediate level in Microsoft Office Word, Excel, PowerPoint, Outlook and Access;
Proficiency at an intermediate level in AnimalTrax and Wicom; or an equivalent combination of education and experience that will provide the necessary knowledge, skills, and abilities to be successful performing the essential functions of the job.
EDUCATION & EXPERIENCE (REQUIRED): Associates degree and three years related, demonstrated facilities management experience, or a combination of education and experience.
KNOWLEDGE, SKILLS AND ABILITIES (REQUIRED):
Interpersonal skills, mature judgment required to interact effectively with a broad range of people, including faculty and vendors, both individually and in groups.
Ability to coordinate and manage multiple projects with competing priorities, meet deadlines and project plans with short- and long-term end dates.
Working knowledge of applications such as Excel, Word, PowerPoint, Project.
Experience working with internal and external vendors and services contracting.
Background knowledge of safe handling and disposal of chemicals and hazardous waste; emergency preparedness plans and their implementation; and property administration specific to PO tracking, receiving, and inventory control.
CERTIFICATIONS & LICENSES: Valid California Non-commercial Driver's License.
Occasionally climb (ladders, scaffolds, or other), twist/bend/stoop/squat, reach/work above shoulders, grasp lightly/fine manipulation, use a telephone, writing by hand, lift/carry/push/pull objects that weigh up to 20 pounds
Rarely; kneel/crawl, grasp forcefully, sort/file paperwork or parts, lift/carry/push/pull objects that weigh >40 pounds.
Ability to obtain and maintain a California Non-commercial Class Driver's license and drive day or night.
* - Consistent with its obligations under the law, the University will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of his or her job. ADDITIONAL PHYSICAL REQUIREMENTS:
Generally sedentary in nature, but may require standing and walking, and the ability to intermittently kneel down, stoop, bend at the waist, twist at the waist and reach, or sit for long periods of time.
Ability to operate a motor vehicle and to visit various City and meeting sites.
Must be able to read, write, and communicate clearly.
Ability to lift up to 20 lbs. on occasion (boxes, paper, office supplies, etc.).
Ability to operate standard office equipment (copier, fax, printers, multi-line phone systems).
Must have good vision to read print and a computer screen.
May require 24-hour response availability seven days per week for emergency situations.
May be exposed to noise > 80dB TWA.
May working at heights 4 - 10 ft.
ADDITIONAL WORKING CONDITIONS:
The work is generally performed within an office environment, which may include an open cubicle office setting.
Will require occasional trips to other sites/offices, which may include inclement weather conditions.
Lighting and temperatures are typically adequate, and there are is little to no hazardous or unpleasant conditions caused by noise, dust, etc.
The noise level in the work environment is usually quiet to moderate.
Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies/procedures.
WORK STANDARDS (from JDL):
Must comply with the California Vehicle Code and Stanford University requirements when operating university-owned vehicles.
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.
Location: School of Medicine, California, United States Schedule: Classification Level:
Stanford is an equal opportunity employer and all qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.
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Located between San Francisco and San Jose in the heart of Silicon Valley, Stanford University is recognized as one of the world's leading research and teaching institutions. Leland and Jane Stanford founded the University to "promote the public welfare by exercising an influence on behalf of humanity and civilization." Stanford opened its doors in 1891, and more than a century later, it remains dedicated to finding solutions to the great challenges of the day and to preparing students for leadership in a complex world. The University's thriving diverse community is comprised of nearly 7000 undergraduate students, 9000 graduate students, 2000 faculty members, 1900 postdoctoral scholars, and over 11,000 academic and administrative staff in seven schools including several interdisciplinary research centers and institutes. The campus spreads over 8000 contiguous acres and nearly all undergraduates live on campus. Stanford offers bachelor's and master's degrees in addition to doctoral degrees (PhD, MD, DMA and JD) plus a number of professional and continuing education programs and certifications. More at http://facts.stanford.edu and http://www.stanford.edu.Stanford University is an eq...ual opportunity employer and is committed to increasing the diversity of its faculty. It welcomes nominations of and applications from women, members of minority groups, protected veterans and individuals with disabilities, as well as from others who would bring additional dimensions to the university’s research, teaching and clinical missions.