| Location | Washington, DC |
| Salary | $36.48–$37.92 Per Hour |
This position has been deemed critical by the School of Humanities and Sciences Dean's Office and is exempt from the hiring freeze.
Work Arrangement: This position is 100% on-site in Washington, D.C.
Budgeted Salary: The budgeted pay range for this position is $36.48 to $37.92 per hour.
The School of Humanities and Sciences (H&S) is the foundation of a liberal arts education at Stanford. The school encompasses 24 departments and 25 interdisciplinary programs. H&S is home to fundamental and applied research, where free, open, and critical inquiry is pursued across disciplines. As the university's largest school, H&S serves as the foundation of a Stanford undergraduate education no matter which discipline students pursue as a major. Graduate students work alongside world-renowned faculty to pursue and shape foundational research that leads to breakthroughs and discoveries that shed new light on the past, influence the present, and shape the future. Together, faculty and students in H&S engage in inspirational teaching, learning, and research every day.
Department/Program Description: The Bing Stanford in Washington (SIW) Program offers qualified Stanford University undergraduate students an opportunity to study and learn in a rigorous program in the nation''s capital. In addition to seminars taught by Stanford faculty and national policy experts, each student is placed in a substantive internship that enables him or her to work closely with individuals in Washington''s wide range of governmental and non-governmental organizations. Students also have ample opportunities to enjoy Washington's vast cultural resources. For more information on SIW, please visit our website: siw.stanford.edu
Brief Position Summary:
Office Management: The Program Coordinator has primary responsibility for departmental office management. He or she greets and directs visitors; answers, screens and directs telephone calls; reviews and responds to general email inquiries; manages incoming and outgoing mail; supervises and coordinates student employees; maintains confidential files and other information and documentation; orders supplies and maintains office equipment; orders, distributes and tracks building keys; manages reservation of meeting and guest rooms; makes deliveries and runs errands as needed; supports staff and students on a day-to-day basis.
Academic Support: The Program Coordinator coordinates scheduling and re-scheduling of courses with instructors, program director and students; coordinates instructor-initiated special events and speakers; collect syllabi and instructor CVs to maintain course files; locates and provides readings and other course materials.
Student Support: The Program Coordinator informs students of program requirements and expectations; creates and distributes weekly program schedule; answers student questions about program, events, Washington, etc; responds to student complaints and maintenance requests.
Special Projects: The Program Coordinator plans and coordinates student cultural events, day trips and biannual Advisory Committee meeting and its associated program report materials; coordinates the use of SIW facilities by Stanford-related groups for meetings and receptions; assists with the planning and execution of special projects that arise as dictated by the SIW director and other staff members.
Art Gallery Management: The Program Coordinator assists in the planning of events associated with the gallery (opening receptions, panels, lectures, etc.), coordinates details including communicating with the food service staff about menu and quantity, and manages the invitation lists and RSVPs. As the individual working at the front desk, the Program Coordinator acts as the point of contact visitors interested in the Stanford in Washington Art Gallery.
This is a 100% FTE, continuing, non-exempt position.
Preferred Qualifications: The successful Program Coordinator candidate will have well developed customer service and interpersonal skills and have proven experience in an office environment. This person should have strong project management skills, be able to work independently, as well as be an effective member of a team. The candidate should demonstrate a willingness to provide backup assistance to others. The candidate will be able to work well under the pressure of frequent interruptions and be able to multi-task in order to complete tasks accurately, thoroughly, and in a timely manner.
Applicants must have knowledge of Apple and Windows platforms as well as Microsoft Office applications. BA/BS or equivalent experience. Experience with Stanford and Stanford in Washington policies and procedures preferred.
Core Duties:
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, 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.
May serve as the point of contact for general maintenance, health and safety, and other facility concerns within the unit(s); report any incidents or potential safety problems to appropriate representatives. Track completion of required training.
Maintain approved content on websites.
May perform human resources transactional support, e.g. time cards, I9s, and/or faculty affairs support.
May guide and train student and/or contingent workers including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, and reviewing work for quality and timeliness.
Minimum Education and Experience
High school diploma and three years of administrative experience, or combination of education and relevant experience.
Knowledge, Skills and Abilities:
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.
Core Duties:
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, 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.
May serve as the point of contact for general maintenance, health and safety, and other facility concerns within the unit(s); report any incidents or potential safety problems to appropriate representatives. Track completion of required training.
Maintain approved content on websites.
May perform human resources transactional support, e.g. time cards, I9s, and/or faculty affairs support.
May guide and train student and/or contingent workers including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, and reviewing work for quality and timeliness.
Minimum Education and Experience
High school diploma and three years of administrative experience, or combination of education and relevant experience.
Knowledge, Skills and Abilities:
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.