Program Administrator, Custom And Executive Programs

Notes: This is a 1 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 Engineering has 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.

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

• Work collaboratively with program managers to support, in a wide variety of functional areas, and deliver in-person or live-virtual content to our learners

• Work collaboratively with events manager to support the planning and execution of custom programs

• Manage internal processes, databases, and inventory

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

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 Senior Associate Director, this role works closely with program managers and the events manager and has many opportunities to build skills working on cross-functional projects with colleagues from finance, IT & systems, digital media, 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 1-year fixed term position, with the possibility of renewal.

Your responsibilities include:

• Respond to inquiries, and determine and take appropriate action as required. Serve as a resource regarding a defined set of policies and procedures.

• Perform duties associated with scheduling, organizing, and operating conferences, seminars, and events, including recommending vendors for services, overseeing the production and distribution of materials, coordinating logistics, and serving as liaison with internal and external vendors.

• Draft and/or generate routine communications; coordinate production (formatting, copying, etc.) and dissemination of documents, such as presentations, course handouts, grant proposals, conference and seminar materials, complex reports, brochures, and displays.

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

• Process and monitor routine financial transactions, which may include researching and resolving discrepancies.

• Maintain office supplies and equipment; obtain vendor quotations, as needed. Coordinate office moves.

• *Other duties as assigned.

Education & Experience (Required):

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

Knowledge, Skills, & Abilities (Required):

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

• Demonstrated success in following through and completing routine tasks.

• Strong organizational skills and attention to detail.

• Strong verbal and written communication skills.

• Excellent customer service and interpersonal skills.

• Ability to prioritize and multi-task.

Education & Experience (Desired):

• 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.

• Knowledge of Stanford and SCPD processes.

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.

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 $26.92 to $37.02 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 resume along with your online application. Your one-page cover letter should briefly describe your background in program management and provide examples of your experience with attention to detail, responsiveness, and decision-making.

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. Our culture and unique perks empower 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 at stanfordelr@stanford.edu. For all other inquiries, please submit a contact 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: 4097

• Employee Status: Fixed-Term

• Grade: E

• Requisition ID: 102470

• Work Arrangement : Hybrid Eligible