Job Purpose Provide administrative support and program management functions working under minimal supervision. The incumbent will provide advanced, diversified administrative support of a substantial and confidential nature to the director of the Department of Public Safety and additional supporting roles to the Recruitment Specialist and Clery Compliance manager. Work is performed autonomously, without specific instructions or prescribed procedures, requiring the ability to exercise discretion and judgment regarding matters of significance.
Position Description The Administrative Services Administrator 1 (ASA1) provides executive administrative support to key personnel within the Department of Public Safety including the Director and the Recruitment Specialist. The ASA1 will also be a key member of the Clery compliance team, responsible for the design and production of the annual Safety Security and Fire Report.
The ASA1 must maintain the confidentiality of information encountered during the course and scope of activities. The person filling this position must be able to transition readily between multiple assignments and prioritize assignments proactively with minimal direction and feel comfortable seeking direction when uncertain. Essential attributes include attention to detail, strong customer service, strong verbal and written communications skills, flexibility, a positive attitude, the ability to work independently as well as part of a team, and the ability to function during stressful situations.
All benefits-eligible members of the Stanford Department of Public Safety are considered essential (or required) university personnel for purposes of managing emergencies and critical incidents impacting significant portions of the campus. As such, all benefits-eligible DPS personnel are expected to respond to campus during a major emergency. Additionally, in conjunction with other DPS personnel, the ASA1 may be responsible for implementing ICS during large scale and/or high profile special events and critical incidents. Additionally, the ASA1 plays a key role in the special events response efforts. These responsibilities may require the incumbent to work nights and weekends, sometimes with little advanced notice.
This position is subject to shift work and may be assigned to work any of the following: day, swing, or night shifts, as well as a rotation which could include regular weekend work.
Core Duties Duties may include the following:
Executive and Administrative Support to Director Provide proactive executive support to the director of Public Safety.
Proactively manage the Director's schedule arranging meetings and appointments and coordinating complex calendar(s) with limited or no consultation, recognizing and resolving calendaring conflicts. Ensure timely communication of any changes or updates to her schedule. Negotiate and manage the needs of individuals or groups requesting time with the director, independently committing her time. May occasionally represent the director speaking on her behalf or by attending meetings in her absence.
Serve as the Director's liaison to various internal and external constituencies, including screening correspondence and telephone calls; keep the director informed of all matters requiring her attention.
Develop and distribute periodic department-wide communications designed to inform and update employees concerning important initiatives impacting the department.
Oversee and/or manage multiple projects; anticipate and track critical dates, events and organizational issues for the director; follow up with appropriate parties to ensure deadlines are met.
Review documents and incoming correspondence, highlighting or otherwise noting information of particular interest to the director.
Independently prioritize, plan, coordinate and/or oversee logistics for department events, meetings and conferences with individuals and entities internal and external to the university, including executive and senior level staff, Stanford community members, outside law enforcement personnel, and government officials. Locate vendors for services, oversee the production and distribution of necessary materials, and serving as liaison with internal and external vendors.
Manage complex business travel for the director in compliance with department, university, and other applicable policies. Accurately process reimbursements and other expense transactions are processed in a timely manner with proper documentation per university policy.
Clean, organize and maintain the Director's office. Manage the director's filing systems and ensure all pertinent information and supporting materials are appropriately retained in a logical filing system.
Compose correspondence; develop, review and edit presentations and documentation; independently research and analyze associated issues and/or compile materials needed for presentation and/or decision making purposes.
Administrative Support to Recruitment Coordinate various aspects of the recruitment and hiring process in support of the recruitment specialist.
Perform initial screening of incoming applicants for sworn and non-sworn positions. Contact applicants regarding missing or incomplete submissions. Collaborate with Recruitment Specialist to recommend/determine which candidates will move forward in the hiring process.
Maintain ongoing communication with candidates throughout the process to provide updates on next steps, and status of application. Draft written communications (both via email and letter) including conditional and final offer letters, disposition letters, etc.
Provide setup and logistical support for deputy agility testing; coordinate scheduling and setup of candidate interviews; assemble oral board panel; prepare materials required for oral board panel including candidate notebooks, oral board questions, required supplies and other logistical support.
Research and develop questions and other testing elements for review and approval by Recruitment Specialist and/or command staff. Coordinate promotional hiring processes and welcome ceremonies.
Oversee all elements of the hiring/background process including coordination of candidate appointments with background investigator, medical/physical vendors, live scan, and background review by DPS command staff and/or Sheriff's office.
Coordinate onboarding activities for new employees, including developing orientation schedule for initial week(s) of employment to provide a detailed introduction to department functions and personnel.
Identify, schedule and represent department at recruitment events.
Maintain candidate status tracking information and process candidate status changes in Taleo or other hiring database.
Clery Compliance Support Provide document editing, review and other administrative support to the Clery Compliance program manager.
Prepare mass mailings to reach out to off campus entities responsible for reporting Clery data; maintain tracking system and follow up appropriately to ensure reporting compliance.
Draft, review and edit the annual Safety Security and Fire report, developing new and/or updated content, formatting the document, checking for accurate spelling, grammar, punctuation and usage, verifying website links and other references, etc.
Provide backup support to the front office handling incoming phone calls and walk-in requests for assistance at the front counter of the Police department, when staffing shortages exist.
All members of the Stanford Department of Public Safety are considered essential or required University personnel and are expected to respond to campus during a major emergency to assist the department with the management and mitigation of the emergency.
Provide personnel and equipment logistics support or other public safety roles during large scale special events.
Monitor a police radio during one's assigned shift and be alert to incidents which would require the issuance of a Timely Warning or Immediate Notification. Draft alert notices and determine, based upon the circumstances, if Command level approval is required before sending the message using the university's AlertSU system.
Other duties may also be assigned.
**Weekend work and shift work will be required, sometimes with little advanced notice, including 5-8 home football games each year. **
Minimum Education and Experience Required Bachelor's degree and three years of relevant experience, or a combination of education and relevant experience.
Minimum Knowledge, Skills and Abilities Required
Demonstrated ability to prioritize work and to handle multiple tasks simultaneously.
Demonstrated excellent organizational skills.
Flexibility, ability to take initiative and ownership of projects.
Demonstrated ability to handle sensitive issues and maintain confidentiality.
Demonstrated ability to perform duties with a high level of professionalism, flexibility, discretion, judgment, diplomacy and tact.
Excellent verbal and written communication skills, including editing and proofreading skills. Ability to interact with a diverse group of people.
Demonstrated high-level administrative experience which includes advanced computer skills and demonstrated experience with office software and email applications (i.e., Word, Excel, InDesign, Adobe) and the ability to adapt to new technologies and processes.
Friendly, engaging and courteous demeanor; excellent customer service and interpersonal skills.
Ability to use sound judgment and independence in determining priorities.
Ability to work in fast-paced environment and complete work in a timely and accurate manner.
Demonstrated success in following through and completing routine tasks; ability to manage a varied work volume.
Demonstrated ability to work independently as well as part of a team.
Strong organizational skills and attention to detail.
Desire to learn, accept and promote the Department's Core Values.
Familiarity with University policies and procedures, preferred.
Possess and maintain a valid CA driver's license.
Constantly perform desk-based computer tasks.
Frequently stand/walk, sit, grasp lightly/fine manipulation.
Possess and maintain physical condition appropriate to the performance of assigned duties and responsibilities which may include sitting or standing for extended periods of time, sometimes in inclement weather conditions, and operating assigned office equipment.
* - 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 the job.
Evening and weekend shift work may be required. Ability to respond to schedule adjustments, sometimes with little advanced notice.
Interpersonal Skills: demonstrates this ability to work well with Stanford colleagues including senior staff members and clients and with external organizations.
Promote a culture of safety: demonstrates a commitment to personal responsibility and a 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 policies found in the University Administrative Guide, the department General Orders, and applicable department policies and procedures.
Applicant must pass a detailed police background investigation including a search of local, state, and national files for criminal history.
Must be able and willing to respond to and work large-scale special events as well as unplanned critical incidents, sometimes with little advance notice.
All personnel working for the department are responsible for providing public safety services to the community. Personnel will be trained to perform duties outside their normal day-to-day responsibilities, such as dispatching and/or emergency call taking and/or special events logistics support, so they are able to provide support during emergencies and special events. Training includes familiarity with the Incident Command System.
Selection Process (specific order of the process is subject to change)
Personal History Questionnaire (PHQ)
Interview with Department personnel
Extensive police background investigation
Personal Interview with the Director of Public Safety
* Stanford Department of Public Safety does not pay the candidate for travel expenses associated with testing / interviewing, unless otherwise indicated by the department at the time of call for interview. * 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.
Location: Department of Public Safety, Stanford, 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 ...equal 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.