Program Administrator, Custom and Executive Programs

School of Engineering, Stanford, California, United States

Administration

Post Date May 14, 2024

Requisition # 103245

Note - This is a 2 year fixed term position.

Visa sponsorship is not available for this position. Applicants must be authorized to work in the US to be considered for this position.

The School of Engineering

Stanford Engineeringhas been at the forefront of innovation for nearly a century, creating pivotal technologies that have transformed the worlds of information technology, communications, health care, energy, business and beyond. Our faculty and students are creative risk-takers who pursue excellence across a breadth of disciplines. Our alumni include some of the world's most successful leaders in technology and business. Our staff are critical to enabling Stanford Engineering to accomplish its mission: seeking solutions to some of the world's most urgent challenges and educating leaders who will make the world a better place through the power of engineering principles, techniques and systems.

TheStanford Center for Professional Development (SCPD), part of Stanford Engineering, seeks a positive, organized, and team-focused candidate to join our team and support the delivery ofcustom and executive programsto a global audience. But what does that mean? In any given week you might:

• Work collaboratively with program managers to support the delivery of in-person or live-virtual content to our learners

• Consult with program managers to determine objectives and requirements to design, plan, implement, and coordinate customized events

• Work with other departments across campus to schedule catering and other logistic needs for on-campus programs

• Manage internal processes and databases

• Serve as the centralized point person for team processes including but not limited to faculty agreements, expense reimbursements, evaluations, copyrights, and reporting

• In this role you will serve as project leader on events and logistics aspects of all professional programs offered in collaboration with theStanford Doerr School of Sustainability

A successful Program Administrator on our team is someone who enjoys having a variety of projects in motion at the same time, possesses strong attention to detail, takes the initiative in assisting colleagues, and remains committed to building their communication and cultural competency skills, including the ability to inclusively interact with people across cultures.

Reporting to the Events Manager, Custom and Executive Programs, this role works closely with program managers and has many opportunities to build skills working on cross-functional projects with colleagues from marketing, student/client services, instructional design, finance, and more. The role interacts with a variety of learners, faculty, clients, and stakeholders at many organizational levels, giving the Program Administrator a fantastic opportunity to learn the ins and outs of a leading university-based global education organization. This is a great opportunity for you to put your robust administrative skills to work in a mission-driven environment and build your career at Stanford helping learners and organizations access high-quality educational experiences.

Given the global and customer-facing nature of our work, this role may be asked to occasionally work early mornings, evenings and/or weekends. This is a 2-year fixed term position, with the possibility of renewal.

In this role, you will:

• Oversee and/or perform duties associated with scheduling, organizing, and operating complex conferences, seminars, and events, including arranging with vendors for services, overseeing the production and distribution of materials, administering logistics, and managing events within budget.

• Compose and draft documents and correspondence for presentations, course handouts, grants, conferences, seminars, and reports; perform substantial editing and fact checking. Create, maintain, modify, and/or ensure accuracy of content in various unit documents, displays, reports, brochures, social media, and/or websites.

• Create complex reports and spreadsheets which may utilize specialized software and systems.

• Oversee and/or process a variety of complex financial transactions having to do with program logistics and/or travel reimbursement.

• Act on behalf of the supervisor, in regards to establishing priorities and identifying and resolving problems that are administrative in nature.

• Plan and schedule calendar(s) with limited consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.

Additional responsibilities*:

• Evaluate and select vendors and providers of services considering stakeholder requests and requirements.

• Inspect event facilities to ensure they conform to the event needs.

• *Other duties as assigned.

Education & Experience (Required):

High school diploma and four years of administrative experience, or combination of education and relevant experience.

Knowledge, Skills, & Abilities (Required):

• Advanced computer skills and demonstrated experience with office software and email applications.

• Demonstrated success in following through and completing projects.

• Excellent organizational skills and attention to detail.

• Strong verbal and written communication skills.

• Excellent customer service and interpersonal skills.

• Ability to prioritize, multi-task, and assign work to others.

• Ability to take initiative and ownership of projects.

• Ability to routinely and independently exercise sound judgment in making decisions.

Knowledge, Skills, & Abilities (Desired):

• Demonstrated success planning events.

• Ability to work both independently and as part of a team.

• Ability to establish priorities, manage shifting priorities, and handle numerous time-sensitive projects with multiple deadlines.

• Demonstrated creativity, problem solving skills, taking initiative, judgment, and decision-making skills.

• Ability to accomplish goals working through formal and informal channels, with diplomacy and tactfulness.

• Excellent interpersonal, communication, time management, and customer service skills. Must be well organized and detail oriented.

• Knowledge of Microsoft Office suite and other online documents, such as Google Docs.

• Ability to interact and successfully collaborate with a broad spectrum of contributing groups and customers.

Physical Requirements:

• Constantly perform desk-based computer tasks.

• Frequently sitting.

• Occasionally stand/walk, reach/work above shoulders, grasp lightly/fine manipulation, grasp forcefully, use a telephone, sort/file paperwork or parts, lift/carry/push/pull objects that weigh up to 10 pounds.

• Rarely twist/bend/stoop/squat, kneel/crawl.

Additional Physical Requirements:

• Frequently stand/walk, sit, perform desk-based computer tasks, and use a telephone.

• Occasionally kneel/crawl, twist/bend/stoop/squat, grasp lightly/fine manipulation, and grasp forcefully, lift/carry/push/pull objects that weigh 21-40 pounds.

• Ability to obtain and maintain a California Non-commercial Class license and drive day or night.

Working Conditions:

• Occasional work early morning, evening, and weekend work required.

• Work in the office collocated with coworkers and/or work from home may be required depending on business need and/or health and safety policies.

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,http://adminguide.stanford.edu.

Pay Range:

The expected pay range for this position is $33.17 to $43.75 per hour.

Stanford University provides pay ranges representing its good faith estimate of what the university reasonably expects to pay for a position. The pay offered to a selected candidate will be determined based on factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, geographic location and external market pay for comparable jobs.

At Stanford University, base pay represents only one aspect of the comprehensive rewards package. The Cardinal at Work website (https://cardinalatwork.stanford.edu/benefits-rewards) provides detailed information on Stanford’s extensive range of benefits and rewards offered to employees. Specifics about the rewards package for this position may be discussed during the hiring process.

How to Apply:

We invite you to apply for this position by clicking on the “Apply for Job” button. To be considered, please submit a cover letter and résumé along with your online application. The cover letter should briefly describe why you believe you are a good fit for this position.

Why Stanford is for you:

Imagine a world without search engines or social platforms. Consider lives saved through first-ever organ transplants and research to cure illnesses. Stanford University has revolutionized the way we live and enrich the world. Supporting this mission is our diverse and dedicated 17,000 staff. We seek talent driven to impact the future of our legacy. Ourcultureandunique perksempower you with:

● Freedom to grow. We offer career development programs, tuition reimbursement, or audit a course. Join a TedTalk, film screening, or listen to a renowned author or global leader speak.

● A caring culture. We provide superb retirement plans, generous time-off, and family care resources.

● A healthier you. Climb our rock wall, or choose from hundreds of health or fitness classes at our world-class exercise facilities. We also provide excellent health care benefits.

● Discovery and fun. Stroll through historic sculptures, trails, and museums.

● Enviable resources. Enjoy free commuter programs, ridesharing incentives, discounts and more!

The job duties listed are typical examples of work performed by positions in this job classification and are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks, and responsibilities. Specific duties and responsibilities may vary depending on department or program needs without changing the general nature and scope of the job or level of responsibility. Employees may also perform other duties as assigned.

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 atstanfordelr@stanford.edu. For all other inquiries, please submit acontact form.

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.

Additional Information

• Schedule: Full-time

• Job Code: 4098

• Employee Status: Fixed-Term

• Grade: F

• Requisition ID: 103245

• Work Arrangement : Hybrid Eligible