Overview
Office Services Associate Jobs in Palo Alto, CA at The Millennium Group
Job Description
The Administrative Specialist will perform administrative, financial, & clerical services for the Department of Earth and Environmental Sciences, which may include those of a detailed and confidential nature related to appointment, employment, financial administration & may involve a substantial amount of complex detailed and technical work. This position will report to the Program Coordinator and assist the Director of Undergraduate Studies. The Specialist will function with a high degree of understanding of University policies and procedures.
The Earth and Environmental Sciences are aimed at understanding Earth’s dynamic history — how Earth “works” and records its origin and age in rocks and landscapes — and how geological processes affect modern environmental and ecological systems. Among the natural sciences, ours is the quintessential interdisciplinary science, providing vital perspective on how Earth’s physical and geochemical templates simultaneously sustain and threaten life, and influence human interactions with Earth.
Duties and Responsibilities
Serves as Departmental Procurement Requester
Process procurement orders, assist faculty and students with expense reimbursements
Manage Logistics of Academic Course Field Trip formalities. This includes reserving rental Vans, obtain student offsite travel approvals, and accommodations as needed
Manage Departmental Colloquiums, serves as Guest Travel Coordinator for visiting speakers; submit travel arrangements, itineraries, announcements, and reimbursements as needed
Assist with undergraduate enrollments
Provide administrative support to the Department Chairman, Director of Undergraduate Studies, Administrative Manager, and Program Coordinator as needed
Manage facility repair requests, IT requests, and equipment repair requests
Maintains faculty and student database, webpage maintenance, special projects as directed
Responsible for front desk operations, room reservations, classroom and conference room equipment maintenance, and ordering office supplies. Provides classroom support (Audio/Video, copying/distribution)
Onboarding undergraduate student workers
Line manager for student workers & postdoctoral fellows
Appointments & reappointments for postdoctoral fellows
Onboarding postdoctoral fellows
Other duties as assigned
Qualifications
HS Diploma or GED is required .
An Associate’s Degree or Bachelor’s Degree from an accredited institution of higher education is preferred .
Experience working in a higher education/academic setting is preferred .
Proficient in Microsoft Office.
Webpage maintenance or design experience is preferred .
Demonstrated ability to take responsibility for projects, and to work independently and collaboratively is necessary .
Ability to perform complex tasks and to prioritize multiple projects and competing deadlines is necessary.
Strong organizational skills including attention to detail are necessary.
Ability to analyze problems and to develop effective solutions in a timely manner is necessary .
Commitment to Equity, Diversity, and Inclusion
At Vanderbilt University, we are intentional about and assume accountability for fostering advancement and respect for equity, diversity, and inclusion for all students, faculty, and staff. Our commitment to diversity makes us who we are. We have created a community that celebrates differences and lets individuality thrive. As part of this commitment, we actively value diversity in our workplace and learning environments as we seek to take advantage of the rich backgrounds and abilities of everyone. The diverse voices of Vanderbilt represent an invaluable resource for the University in its efforts to fulfill its mission and strive to be an example of excellence in higher education.
Vanderbilt University is an equal-opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran, or any other characteristic protected by law.
Please note, all candidates selected for an offer of employment are subject to pre-employment background checks, which may include but are not limited to, based on the role for which they have been selected: criminal history, education verification, social media review, motor vehicle records, credit history, and professional license verification.
Vanderbilt is a community of talented and diverse staff & faculty!
At Vanderbilt University , our work – regardless of title or role – is in service to an important and noble mission in which every member of our community serves in advancing knowledge and transforming lives on a daily basis. Located in Nashville , Tennessee, on a 330+ acre campus and arboretum dating back to 1873, Vanderbilt is proud to have been named as one of “America’s Best Large Employers” as well as a top employer in Tennessee and the Nashville metropolitan area by Forbes for several years running. We welcome those who are interested in learning and growing professionally with an employer that strives to create, foster and sustain opportunities as an employer of choice through:
Working and growing together as a community of communities… we are One Vanderbilt .
Providing a work environment where every staff and faculty member can be their authentic and best self , while providing the resources and opportunities to learn and grow.
Encouraging development, collaboration, and partnership both internally and externally while fostering the value that every member of the Vanderbilt community can lead and grow regardless of title or position.
We understand you have a choice when choosing where to work and pursue a career. We understand you are unique and have a story. We want to hear it. We encourage you to apply today so that you might become a part of our story.
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Vanderbilt University has made the health and safety of our students, faculty and staff and our surrounding communities a top priority. As part of that commitment, the University may require employees to comply with any testing or health and safety measures which the University may require.
Title: Office Services Associate
Company: The Millennium Group
Location: Palo Alto, CA
