Office & Events Manager
Carnegie Foundation for the Advancement of Teaching - Stanford, CA

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Please include job code INOM-0313 in the subject line when sending your resume

The Carnegie Foundation for the Advancement of Teaching is an operating foundation located in Stanford, California. Chartered in 1906, the Foundation has carried out a wide range of activities and research to support and advance the work of educators at all levels. The Foundation is currently undergoing a significant transition in its program of work. The new focus seeks to pioneer a radically different model of educational research and development capable of advancing improvements in student learning at scale.

The Foundation is engaged in a deep and long-term exploration of the application of the tenets, tools, and methods of improvement research to develop a science of performance improvement in education. The idea is to establish a “third way” to think of education research. The methodological richness and rigor of translational research requires controls and restrictions that limit its capacity to address real problems of practice in their contextual complexity and in ways that support improvement. Participant / practitioner research offers compelling immediacy and profound impact that unfortunately remains limited in its breadth of influence and therefore limits its contribution. The proposed “third way” partakes of each of these traditions and brings to bear an emerging science of improvement research to work on high leverage problems of practice in ways that produces knowledge that drives improvement — ultimately at system-wide scale.

At the present time, Carnegie is focused on two high-leverage problems of practice — the extraordinarily high failure rates of Community College students in Developmental Math and the weak information and support systems for the improvement of teaching in K-12 systems. Carnegie has developed a Community College Pathways program and a Learning Teaching program aimed at forming productive collaborations to address these problems. The Foundation has experienced rapid growth with these programs and other Foundation initiatives, and has identified the need for an experienced Office & Events Manager. The ideal candidate will be a flexible self-starter who has had extensive experience planning, executing, improving, and managing office and administrative systems and events.

The duties of the Office & Events Manager will include:

GENERAL OFFICE MANAGEMENT: (50% of time)

  • Management responsibility for the annual Clerical (CLR) budget, which includes costs for office and kitchen supplies and staffing costs for the receptionist and two student helpers. Budget responsibility includes planning, forecasting, assessing mid-year adjustments, and tracking.
  • Identifying operational systems that need improvement and working with the Chief of Operations and/or Manager, Operations Improvement to obtain staff input, assess needs and options, recommend solutions, and implement new systems in a clear and collegial manner, thus ensuring staff buy-in.
  • Managing, identifying, evaluating, and selecting office machines and general office service vendors. Office machines include the postage machine, photocopiers, and fax machines. General office service vendors include vendors for general office supplies, kitchen supplies, program and project supplies, etc. Research, evaluate, and negotiate initial and renewal contracts with vendors on issues of cost, service levels, ease of use, service contracts, etc. Review vendor billings for accuracy, reasonableness, and budget parameters, ensuring that bills are paid promptly so as not to negatively impact the Foundation’s reputation. Periodically evaluate the costs of services, research and evaluate alternative services as needed. Serve as the decision-maker for significant service/repair issues with office machine or service vendors. S/he will serve as the relationship manager with supply and service vendors and develop streamlined, efficient, systems for cost effective procurement.
  • Managing the efficient and effective operation of the reception/front desk function, including operations improvement, and supervising two FTE staff members: the events coordinator/receptionist and two part-time student assistants; supervising the work of the events coordinator/receptionist to ensure proper tracking, coding, and follow up of vendor bills on a timely basis, ensuring that payments are made promptly; evaluating front desk/reception operational systems with the aim of improving the efficiency and cost effectiveness of those systems. Working with the Chief of Operations, this position will recommend and implement improvements for front desk/reception operations. On occasion, this position may be required to staff the reception desk on an as-needed basis until reception coverage can be arranged.
  • Management responsibility for the purchasing, operational, and inventory systems in the Carnegie kitchen, mailroom, and general supply rooms, including: ensuring that the events coordinator/receptionist maintains an accurate, up-to-date inventory of all kitchen, mailroom, and general office supplies, and developing a system to ensure that adequate supplies are procured on a timely basis.
  • Identifying and initiating/assigning follow up on action items that are raised at the bi-weekly Core Operations meetings, working in conjunction with the Chief of Operations.
  • Other duties or special projects as required or assigned.

EVENTS MANAGEMENT– (30% of time)

  • Assuming overarching management responsibility for complex Foundation-wide events (including multi-day events involving 50-100 or more participants, both internal and external, local and out-of-state), including: planning the projects from a global perspective to ensure that logistical and program details are thoroughly addressed and assigned or communicated to all relevant parties across operations and across programs; monitor timelines and ensure that target dates are met; assign and supervise the events-related tasks of the Receptionist/Events Coordinator’s work.
  • Managing the Foundation’s Master Calendar system (on Outlook) from a global perspective; negotiating conflicts that may arise among the Foundation’s complex program events; finding resolutions to conflicts well in advance of event dates (preferably 6-12 months in advance of event dates).
  • Initiating group planning and debriefing meetings for each major event, both foundation-wide and program-specific events; evaluating debriefing feedback and incorporating improvement suggestions into planning for future events.

ADMINISTRATIVE SUPPORT (20%) :
This position will assist the Chief of Operations with administrative support , as follows:

  • Planning meetings, making travel arrangements, and scheduling appointments at the direction of the Chief of Operations.
  • Working closely with the Chief of Operations, anticipate action items and monitor deadlines.
  • Researching a wide range of topics, as requested; assisting with the preparation of visual representations for the Chief of Operations’ reports and presentations.
  • Preparing, reconciling, and following up on the Chief of Operations’ expense reimbursements and corporate credit card.
  • Contributing to the overall smooth functioning of the Foundation, as an integral and contributing member of the Foundation’s administrative and operations support team, led by the Chief of Operations.
  • Other special projects as assigned or required.

Education /Experience/Qualifications:

  • Must be proactive and have a proven ability to analyze, propose, and implement improvements in office/administration/events systems in an efficient, effective, and gracious manner, obtaining cooperation from multiple levels throughout an organization.
  • Must have excellent verbal communication skills, impeccable written communication skills, and a professional, polished demeanor in order to serve as an effective representative of the Foundation to external partners and guests, in addition to internal staff.
  • Must be flexible and able to work congenially and effectively as a member of small and close knit operations and program teams.
  • Positive, gracious, cooperative, and pleasant attitude is essential to be able to effectively work across programs and functions.
  • Must be dependable, reliable, and exhibit sound judgment.
  • Must have excellent software (Microsoft office) skills, typing (50+ wpm) skills, meticulous proofreading skills, and able to consistently and independently complete tasks correctly with minimal direction or oversight.
  • Ability to multi-task and meet multiple deadlines effectively and enthusiastic approaches to continuous learning are essential; must work well under pressure.
  • At least three years of full charge office and/or events management experience is required; a minimum of one year of high level administrative support experience is a plus.
  • Bachelor’s degree required; Master’s degree is a plus. The incumbent must be able to communicate effectively and professionally with a wide variety of members of academia, the education community, research organizations, etc., able to represent the Foundation in a knowledgeable, professional, polished manner.
  • A valid California drivers license and good driving record is required (transportation and auto insurance required).
  • Able to travel occasionally, as needed. Travel is approximately 5-10%
  • Able to lift, carry, push and pull objects weighing up to 50 pounds.

Physical Requirements:
The position requires lifting, pulling or pushing objects of less than 50 pounds. Bending, kneeling and carrying are also required on a fairly regular basis. A significant amount of time is spent sitting. The position requires visual and auditory acuity. It also requires spending time keyboarding and looking at a computer screen.

Application Procedures
The Carnegie Foundation offers a competitive salary and generous benefits in a pleasant and friendly work environment. Review of applications will begin immediately, and the position will remain open until filled. To apply, please refer to Job Code INOM-0313 in the subject line and email, send, or fax cover letter, salary expectations, and resume to:

Ms. Charlene Moran
Director of Human Resources
The Carnegie Foundation for the Advancement of Teaching
51 Vista Lane
Stanford, CA 94305

resumes@carnegiefoundation. org Phone: 650/566-5100 Fax: 650/326-5312
Please visit our website for more information: www.carnegiefoundation.org


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