Stanford University is one of Silicon Valley's largest employers - and one of the most unique. Our mission is to educate future leaders and promote interdisciplinary, world-class research and teaching. This passion makes Stanford an intensely creative, rewarding, and challenging place to work. At Stanford University, not only are you part of an exceptional team that values innovation and education, but you also become part of a culture that brings out the best in you. Stanford is committed to fostering a workplace culture that promotes diversity, collaboration, and professional growth. Our culture offers career development programs, competitive pay that reflects market trends and benefits that increase financial stability and promote healthy, fulfilling lives. Research—the creation of new knowledge—is key to Stanford’s educational mission. Stanford research has led to breakthrough remedies, devices, tools, and concepts, and hundreds of initiatives solely for the betterment of humanity. Among the inventions and discoveries that have resulted from Stanford research are MRI technology, DNA cloning, the Pill, heart transplantation, and digital music.
The Office of Research Administration (ORA) provides an array of high-quality services and expertise to support the research mission and sponsored projects administration at Stanford University. ORA is composed of Cost and Management Analysis; Property Management Office; Research Administration Policy and Compliance; Sponsored Receivables Management; Client Advocacy and Education; Organizational Insights; and the Office of Sponsored Research. ORA also provides oversight for the Stanford Electronic Research Administration (SeRA), eCertification, Clinical Research Invoicing System for Participants (CRISP), Electronic PI Lab Use Survey (ePLUS) systems. ORA manages the administrative processes related to a broad spectrum of research related agreements as well as the entire lifecycle of sponsored research from proposal submission and award negotiation through financial reporting and award closeout. ORA submits over 5,000 new proposals annually and manages more than 7,500 active sponsored projects with a total budget exceeding $2.2 billion.
The Property Management Office (PMO) is an integral part of the Office of Research Administration (ORA). Through a network of approximately 300 Department Property Administrators (DPAs) throughout the University, PMO ensures equipment is effectively managed from the time of acquisition through disposal. PMO is responsible for the oversight, accounting, compliance, training, and implementation of policies and procedures to manage a $1.2 billion dollar infrastructure of moveable equipment used in support of the education and research mission of Stanford.
This position may be considered for a local, hybrid work schedule.
THIS OPPORTUNITY:
As a member of the Surplus & Disposition team in PMO, the Property Administrator will report to the Surplus Sales Manager or Assistant Manager. Under general supervision, they will regularly interact and collaborate with co-workers, and personnel campus-wide, relative to reutilization or disposition of excess assets. They will provide guidance, assistance, and customer service to help facilitate timely disposal or redeployment of assets. The Property Administrator is also responsible for monitoring activity resulting from the online posting of available items, collecting data, monitoring trends, and generating associated metrics.
Key elements for success in this role include excellent customer service, understanding equipment life cycle and sustainability concepts, warehouse organization, ability to create and monitor activity of online postings, demonstrated self-initiative and the ability to work independently. Familiarity with the Stanford environment and culture is very helpful.
CORE DUTIES*:
- Oversee and coordinate the flow of material into and out of the warehouse space in support of the Surplus and Reuse processes for equipment, furniture, and related assets. Maintain space organization and associated shipping, receiving, and inventory records.
- Coordinate and maintain clear communication with vendors, customers, and team members regarding delivery and pickup schedules. Respond to inquiries, determine and take appropriate action, providing guidance as required. Seek to optimize service and communication results.
- Effectively manage schedules and resolve calendar conflicts that may arise. Be onsite to fulfill scheduled requests and available on an ad-hoc basis as needed. May involve coordinating multiple actions simultaneously.
- Develop content and generate online posting (“Ads”) of items for reuse, sale, or other disposal options. Monitor associated activity and update postings.
- Establish and maintain effective communication and partnerships within PMO and with departmental personnel across campus. Participate in awareness, outreach, and alignment with sustainability-related activities.
- Participate in the performance of project walk-thru activities to assess condition of items prior to inclusion in the Surplus/Reuse programs.
- Monitor activity resulting from online posting and operational activity. Collect data, monitor trends, and generate associated reports and metrics.
- Participate in analyzing workflow, identifying best practices and resolving administrative problems.
- Serve as backup to the Property Specialist reviewing and processing Excess Requests to ensure service continuity.
- Contribute to the creation of content and promotion of disposition awareness information.
- Represent the Stanford Property Management Office when attending relevant conferences and symposia. Participate as presenter when appropriate.
- May direct and/or supervise staff to perform defined tasks and assignments, as needed.
- Assist in other property management activities, as needed.
* Not all unique aspects of the job are covered by this job description; other duties may also be assigned.
MINIMUM REQUIREMENTS:
Minimum Education, Experience, and Certifications:
- Bachelor’s degree and three years of relevant experience, or combination of education and relevant experience.
- NPMA Property Management Specialist or Administrator Certification is encouraged and may be pursued after hire.
Knowledge, Skills, and Abilities:
- Demonstrated ability to effectively prioritize own work, balance concurrent tasks, and direct work of others.
- Ability to take initiative and ownership of projects.
- Demonstrated success in following through and completing projects.
- Excellent prioritizing and organizational skills and attention to detail.
- Ability to routinely and independently exercise sound judgment.
- Strong communication skills, both orally and in writing.
- Excellent customer service and interpersonal skills. Ability to address and resolve situations with tact and diplomacy.
- Relevant subject matter knowledge.
- Demonstrated experience working independently and/or as part of a team.
- Advanced computer skills and demonstrated experience with office software and email applications.
- Preferred qualifications include:
- Understanding of best practices associated with equipment life cycle management.
- Ability to understand and apply policy and basic accounting principles.
PHYSICAL REQUIREMENTS*:
- Constantly perform desk-based computer tasks.
- Frequently stand/walk, sitting, grasp lightly/fine manipulation.
- Regular telephone usage.
- May lift/carry/push/pull objects that weigh up to 20 pounds.
- Rarely twist/bend/stoop/squat, kneel/crawl.
* 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.
WORK 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.
