Associate Director, Governance & Administration

Stanford University · Redwood City · $142,293–$170,000 (stated in the posting)

Welcome to Land, Buildings & Real Estate:

Land, Buildings & Real Estate (LBRE) is the operational core of Stanford University’s physical campus. LBRE constructs and maintains the Stanford campus, where advancements across the academic spectrum are made possible. Our work is founded upon the collective value of dedication, innovation, expertise, teamwork, and continuous improvement. We are committed to serving the university’s academic mission, as well as preserving and enhancing Stanford’s 8,352 acres. We take pride in supporting the teaching and research of the university as “Caretakers of a LEGACY.”

Position Overview:

The Associate Director (AD) reports to the Associate Vice President for Finance and Administration in LBRE. Chief among this position’s responsibilities is the coordination of facilities projects and other strategic initiatives under LBRE’s purview that require the review of the University Cabinet and/or the approval of the Board of Trustees. Land and Buildings is one of several standing committees of the Stanford Board of Trustees that convene five times annually. The LBRE Vice President is the University Officer for this committee. The AD provides staff support for all committee business, including but not limited to the committee’s charge, new member orientation, and materials presented and/or submitted to the Board Secretary, including meeting agendas and minutes. Committee business generally includes the approval of major facilities projects, as well as specific strategic initiatives that have University-wide implications. Such initiatives are discussed not only at the committee level but also at the full Board. The University Cabinet meets three times a year (September, March, and May) and usually precedes each Board meeting, and most facilities items going to the Board are discussed in advance at the Cabinet. Cabinet membership is comprised of both the Executive Cabinet (the President, Provost and senior academic officers) and the Full Cabinet (the Executive Cabinet with the Vice Presidents and other senior administrative officers).

University Governance: LBRE liaison to the Board of Trustees for communications, protocols and documentation required in support of the Committee for Land and Buildings (L&B), the Board of Trustees and the University Cabinet. Oversees the schedule and manages the delivery requirements for material submissions and presentations for LBRE-associated business at the Board and the Cabinet, ensuring the effective and timely submissions.
Organizational Records and Funding Documentation: Assures integrity of the archive and database for all LBRE approvals and serves as the historic authority for the organization, including signature authorities delegated to LBRE and the VP LBRE. Prepares Funding Plans and Agreements in coordination with the Associate Vice President for Finance & Administration (AVP) and the Senior Director of Finance-Academic Projects. Assists the LBRE Vice President and senior leadership team as needed.
Publications and Reporting: Participates in multiple LBRE efforts including but not limited to the review and editing of and the content for the annual Capital Budget and Three-Year Capital Plan for the University’s Budget Plan and the LBRE Year in Review (LBRE’s annual report), the Administrative Guide, the Stanford Fact Book and miscellaneous requests from University leadership.
Supervises one direct report, a Media and Production Services Coordinator, who works remotely. Provides all necessary measures to secure and oversee this position.

Specific Job Duties:

Develops the agendas for the Board of Trustees meeting cycle in consultation with LBRE leadership
Coordinates all Cabinet and Board requirements with the Board of Trustees office, including advance materials preparation for use by the VP LBRE and the L&B Committee chair
Manages the schedule and development of high profile written and presentation materials in support of the approval process for LBRE projects and strategic initiatives
Develops and submits the minutes for each L&B Committee meeting
Researches and compiles supplemental materials that support Trustee orientations, tours, and retreats
Collaborates with LBRE project managers in the development of project write-ups and budgets
Participates in the project download process with LBRE senior leadership to understand project specifics and challenges
Collaborates with a variety of university departments and schools to prepare and fully execute capital project funding plans and agreements
Participates in the production of significant LBRE publications, including the editing of and content for the LBRE Annual Report and the Capital Plan and Budget Book
Serves as the department resource expert on matters associated with university governance and department compliance. Reviews annual letters of delegation of signature and financial authority with LBRE senior leadership.
Oversees the LBRE Board of Trustees database and Finance & Administration folder in SharePoint to record official approvals and associated backup documentation
Attends and serves as the designated note taker for a variety of LBRE meetings. Drafts meeting minutes for review and distributes accordingly.
Provides a variety of information to other University departments
Reviews, updates and secures approvals for LBRE-related content in the Administrative Guide, including the development, documentation and communication of LBRE policies
Establishes and maintains extensive contacts to determine the approach necessary to achieve department objectives
Oversees one direct report in the development and implementation of a variety of LBRE publications and programs, and presentation materials in direct support of LBRE senior leadership
Assists the Finance and Administration AVP as necessary in executing departmental matters
Other duties as assigned

What we're looking for:

The ideal candidate will have superior writing and editing skills, experience taking notes in a Board-level environment, a professional demeanor, and respect for the importance of confidentiality.
Excellent interpersonal, and oral communication skills with proven ability to present, write, edit, and organize thoughts in a clear, concise, and well-organized manner 
Ability to understand complex materials and synthesize across multiple sources to produce materials for diverse audiences 
Outstanding interpersonal skills and ability to interact effectively with a diverse array of people, including senior leaders
Proficiency with Microsoft Word and Excel required. Experience with PowerPoint and SharePoint a plus. 
Ability to manage and prioritize multiple deadlines 
Excellent time management skills
Demonstrated ability to lead and apply ingenuity and creativity in solving complex problems

The budgeted salary for this position is $142,293 - $170,000 and is based on experience.

Have significant responsibilities for administrative or operational services, functions or programs. Typical duties include developing and administering programs, policies and procedures, performing analyses or acting as a subject matter expert for the function or program. Positions typically include a variety of functions; professionals specializing in a specific field (e.g. facilities, finance) should be classified in the applicable job series. Positions that administer the content of research programs and/or develop curriculum refer to APP series. While these positions often supervise staff, they are primarily individual contributors.

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