Office Manager
Incheon, - Full Time

The Stanford Center at the Incheon Global Campus (SCIGC) is Stanford University’s research entity operating in the Republic of Korea. 

The Office Manager is responsible for providing administrative and operational support for the Center with duties that include preparing/assisting various office duties including accounts payable management, government subsidy funds management, HR management, schedule meetings, plan events/conferences, arrange business travel, assist with research requests, and manage inquiries.

CORE DUTIES*

  • Accounts payable management: Prepare payment requests with appropriate supporting documents to pay various vendors, making sure the payment process is in line with internal and government policies.
  • Supporting Government subsidy fund management: Registering the payments in government subsidy management system for payment approval
  • HR Management support: Manage payroll records of the staff on monthly basis, cross-check the payroll data before submitting to Payroll managing company
  • Provide executive-level administrative support to the Center Director.
  • Assists the Business and Finance Manager as required.
  • Arrange meetings and assist with routine conferences including scheduling rooms, managing equipment, ordering meals, and assembling materials.
  • Respond to inquiries and take appropriate action as required. Serve as a resource regarding a defined set of policies and procedures.
  • Perform office duties including, but not limited to, handling of incoming and outgoing mail, entering data, reports, or spreadsheets, making copies, and monitoring and ordering of office supplies.
  • May serve as the local point of contact with building system providers and office equipment providers to administer maintenance and repair contracts. 
  • Coordinate local transportation requirements relating to events, including travel arrangements for arriving and departing visitors.
  • Greet visitors, provide facility tours, and arrange office space, as required.
  • Create and maintain files and filing systems.

*These duties may be adjusted as needed to suit the business needs of the Stanford Center at the Incheon Global Campus (SCIGC).

MINIMUM REQUIREMENTS

Education and Experience

  • Four-year college degree and three years of administrative experience, or combination of education and relevant experience. 

Knowledge, Skills and Abilities

  • Preferred to have experience of Korean Government Projects (Dealing with government subsidy funds)
  • Native Korean language proficiency both oral and written 
  • An advanced level of fluent English skills both oral and written to enable effective communications with others whose primary language is English.
  • Advanced knowledge of Korean culture, history, and business etiquette
  • Strong computer skills, including Microsoft Office suite (Outlook, Word, Excel, and PowerPoint).
  • Demonstrated ability to manage shifting priorities, and handle numerous time-sensitive projects with multiple deadlines, working independently and collaboratively as appropriate with professional colleagues both within the center and abroad in a team-oriented environment
  • Ability to accomplish goals working through formal and informal channels, with diplomacy and tactfulness
  • Strong attention to detail with a high level of accuracy
  • Demonstrated creativity, problem solving, critical analysis, initiative, judgment, and decision-making skills.
  • Understanding of working in a complex environment with proven ability to exercise patience and flexibility with staff and outside constituents.
  • Strong interpersonal skills, adept at fostering and maintaining effective collaboration, trust, teamwork, and respect.
  • Must be legally authorized to work in South Korea.
  • May work variable hours, evenings, or weekends.
  • May travel locally and/or internationally with occasional overnight travel.

* 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 his or her job.

The Stanford Center at the Incheon Global Campus (SCIGC) is Stanford University’s flagship research center operating in the Republic of Korea.  As a top-tier, global research institution in the heart of Silicon Valley, Stanford has a long history of international collaboration through research, education, and engagement.   SCIGC, located in Songdo-dong, Yeonsu-gu, Incheon, is at the center of Stanford’s growing interactions with South Korea and Asia.  Branching across seven schools and many research institutes, SCIGC is a Stanford-wide interdisciplinary research center initially engaging in smart city technology implementation, sustainable urban systems and wellness, innovative entrepreneurship methods and business models, and sustainable development and global economic competitiveness. 

Stanford is an equal employment opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law.