Project Coordinator (50% FTE, Fixed Term)

This is a 50% FTE fixed term position through July 30, 2029.

Budgeted Pay Rate:

The expected pay rate for this position is $35.00 per hour at 50% FTE.

The Office for Religious & Spiritual Life (ORSL) seeks a Project Coordinator who will be part of our diverse ORSL team which supports the Stanford community by offering an array of year-round religious and spiritual events and programs. The position requires an understanding of, and commitment to, the mission and purpose of the Office for Religious & Spiritual Life, which is to oversee the religious and spiritual life of the campus, with care and compassion in not only what we do, but how we do our work for the Stanford community.

This position will provide comprehensive administrative and logistical support for projects in ORSL, including but not limited to the Design Your Spiritual Life retreat.

This role requires exceptional organizational skills, sensitivity to religious and philosophical diversity, and a deep commitment to fostering a student experience that is inclusive, reflective, and grounded in ORSL's mission to nurture the spiritual and existential well-being of the Stanford community.

Core Duties*:

Project Coordination

• Coordinate ORSL projects working across teams and functional areas to ensure timely delivery.
• Coordinate weekly meetings of project teams, including scheduling, agenda preparation, note-taking, follow-up communication, and tracking action items.
• Serve as primary administrative resource, providing timely support and anticipating needs related to student engagement and project planning.
• Develop and maintain project timelines, task lists, and communication plans for key ORSL initiatives, programs, and events.
• Regularly consult with internal and external stakeholders to determine project objectives, requirements, and outcomes, including student groups, campus partners, and program leads.

Retreat Planning & Execution

• Serve as project manager for the bi-annual DYSL retreat, overseeing all logistics including transportation, lodging, meals, contracts, schedules, vendor coordination, and site requirements.
• Design and maintain the full retreat timeline, coordinating with ORSL colleagues, external partners, and the teaching team to ensure a cohesive and high-quality student experience.
• Coordinate procurement of supplies, equipment, and resources needed for in-class learning and contemplative practices.
• In collaboration with the teaching team, contribute to the development and refinement of retreat content, activities, and learning goals.
• Serve as on-site retreat coordinator, managing day-of operations, supporting student needs, and ensuring all components run smoothly and safely.

Administrative Support

• Provide administrative support to the Dean for Religious & Spiritual Life, managing priorities to advance projects within the office.
• Coordinate and schedule meetings with campus partners, faculty, administrators, and external stakeholders on behalf of the Dean, ensuring efficient use of the ORSL team's time.
• Arrange travel logistics for guests of the ORSL, including visiting speakers, artists, and scholars, managing itineraries, accommodations, and related correspondence.
• Support the preparation and submission of annual reports, compiling data, narratives, and supporting materials from across the office.
• Assist with the annual assessment process, coordinating the collection of program data, drafting summaries, and tracking timelines.
• Maintain organized systems for tracking action items, deadlines, and follow-up for the Dean and the broader ORSL team.
• Manage the production of agendas, meeting notes, and follow-up communications for project-related gatherings.
• Other duties may be assigned.

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.