Program Administrator

California, United States
Thursday, 10 October 2019
End of advertisement period
Tuesday, 10 December 2019
Contract Type
Fixed Term
Full Time

Job Family: Administration
Job Series: Administrative Associate
Job Code: 4104
Grade: G
Exemption: Non-exempt
Effective/Revision Date: 04/01/2015
Job Series Matrix URL: View PDF

This is a 100% FTE fixed-term position. The term concludes two years from the start date, and may be extended based on program need and funding availability.

For consideration, please submit resume and cover letter. All final candidates must complete a background check.

Note: Not all unique aspects of the job are covered by this job description

The Global Digital Policy Incubator (GDPi) is part of Stanford University’s Cyber Policy Center within the Freeman Spogli Institute for International Studies (FSI). GDPI is a multi-stakeholder collaboration hub for the development of norms and policies to protect human rights, civic space and democratic processes in digital society. We evaluate the human-rights impacts of digital technologies themselves, as well as the impacts of policy and regulatory responses to the technology, with particular emphasis on risks to free expression, privacy, security, and democratic engagement. We also explore practical and conceptual governance challenges related to content moderation on global digital platforms and address threats to democratic processes and civic space from digital disinformation. We are working to assess the evolving roles and ethical responsibilities of private sector technology companies, not just to their users and consumers, but to the broader societies in which they operate. Additionally, we are engaged in an examination of the implications of our growing reliance on artificial intelligence (AI) for democratic accountability and human rights.

Thematic priorities: Our work revolves around four broad areas:  

  • Impact of government regulation and utilization of digital technologies on human rights, civic   space and democratic values;  
  • Impact of private sector technologies and policies on human rights, civic space and democratic processes; 
  • Governance of AI and implications of AI for human rights and democratic accountability; 
  • Emerging multi-stakeholder models of governance and digital policy development. 


We convene complex cross-regional, cross-disciplinary, multi-stakeholder programs to help government, private sector and civil society actors work together to develop norms and craft policies that protect human rights in the digital context. Our aim is to help policy-makers and other stakeholders effectively address the risks associated with digital technology in ways that are consistent with universal human rights so that society can capitalize on the benefits of digital technology. 

For more information on GDPi, please visit:

Job Summary

The Program Administrator will work with the Associate Director of Program to plan and carry out GDPi program strategy through GDPi events, conferences and external communications.  This role will also serve as the administrative lead for the GDPi program and will liaise with internal and external constituents to drive the events, conferences and communications that represent the core of GDPi’s mission and goals. 

Specific responsibilities include:

  • Attend conferences, meetings, and other events as needed, and represent GDPi’s viewpoints if necessary at these events.
  • Create and manage all event processes, including creating event timelines, event promotion strategy, action plans, volunteer recruitment.
  • Advise and execute on venue setup, event program, communication materials.
  • Evaluate program events, design and send out post-event surveys, create institutional memory for best practices and lessons learned.

Review, edit, and in some cases approve external communication intended for event speakers, partners, co-sponsors and guests. This includes:

  • Audience invitation emails and Eventbrite pages
  • Speaker and co-sponsor emails
  • Post-event speaker emails
  • Assist Associate Directors in drafting proposals, blog posts, conference reports, and other publications on behalf of GDPi.
  • Create program messaging for brochures, websites, twitter, medium, and other print and web-based media.
  • Review and approve all tweets drafted by GDPi team and posted on GDPi’s Twitter account.
  • Represent GDPi at Cyber Policy Center program-level meetings as necessary.
  • Create weekly workplans for staff to ensure completion of necessary tasks and deadlines.
  • Train and guide GDPi staff on university policies, operations, and other applicable procedures.


Provide complex administrative or operational support with minimal supervision. May be responsible for overseeing other administrative staff or subordinates.


  • Act on behalf of the supervisor, department manager, or chair in regards to establishing priorities and identifying and resolving problems that are administrative in nature.
  • Research and/or write background information for meetings. Participate in meetings on supervisor’s behalf, inform after the fact. 
  • 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 event within budget.
  • Compose and draft documents and correspondence for presentations, course handouts, grants, conferences, seminars, and reports; perform substantial research 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.
  • Plan and schedule calendar(s) without prior consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies. 
  • Create complex reports and spreadsheets which may utilize specialized software and systems. Make recommendations based on reports.
  • Oversee and/or process a variety of complex financial transactions; produce, monitor, and reconcile budget statements; research, identify, and resolve discrepancies. May assist with capital or special equipment requests and/or vendor selection.
  • Coordinate complex office moves. Plan and coordinate routine remodeling and renovations.
  • Analyze and review material and extract pertinent information for briefing purposes.

Positions at this level also include one or more of the following duties:

  1. In conjunction with financial lead and/or principal investigator, assist with sponsored project research proposal submissions and post award administration.
  2. Responsible for leading the administrative functions of a program or unit.
  3. Perform human resources transactional support and/or faculty affairs support; coordinate or manage the visa process.
  4. Serve as building coordinator.
  5. Oversee or supervise day-to-day work of other administrative or support staff, student and/or temporary workers, including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, reviewing work for quality, timeliness, and providing performance review input.

* - Other duties may also be assigned


Education & Experience:

  • High school diploma and six years of administrative experience, or combination of education and relevant experience. Bachelor’s degree and knowledge or experience related to digital policy, human rights advocacy, or multi-stakeholder policy development preferred.

Knowledge, Skills and Abilities:

  • Advanced computer skills and demonstrated experience with office software and email applications.
  • Proven success in following through and completing projects.
  • Excellent organizational skills and attention to detail.
  • Excellent 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.

Certifications and Licenses:



  • 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.

* - 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 the job.



  • 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,

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

Additional Information

Schedule: Full-time
Job Code: 4104
Employee Status: Fixed-Term
Grade: G
Requisition ID: 84956

Similar jobs

Similar jobs