Job Title: Administrative Associate 3
Working Title: Office and Program Coordinator
Job Code: 4103
Job Grade: F
FTE: 100%
Exemption Status: Non-exempt

Heralded as a hub of undergraduate innovation, the Office of the Vice Provost for Undergraduate Education (VPUE) creates and sustains meaningful interactions between students and faculty both within and outside the classroom. As a collaborative team member of VPUE, you have a unique opportunity to advance and support programs that touch and enhance the lives of every undergraduate student at Stanford. https://undergrad.stanford.edu/

 Academic Advising is a unit within VPUE that provides comprehensive academic advising and research opportunities that together enable students to chart their own educational journey and make the most of their undergraduate experience at Stanford. https://advising.stanford.edu

We are seeking a detail-oriented and collaborative Office and Program Coordinator to join the Administrative team within Academic Advising. In this position, you will have the primary responsibility for managing the front desk, including hiring and training a team of student workers, as well as collaborating with and supporting various advising teams, responding to inquiries from students, staff, faculty, and campus partners, and providing administrative and operational support for large events and quarterly programs hosted by Academic Advising.This position reports to the Advising Program Administrator in Academic Advising.

Your responsibilities will include:

• Acting on behalf of the department in regards to establishing priorities and identifying and resolving problems that are administrative in nature, such as responding to inquires received through the front desk and identifying and resolving administrative problems that arise throughout the office.
• Overseeing the coordination of large events and programs, such as the Medals Ceremony, Pre-Professional Programming, and Returning Students Group luncheons, including arranging with vendors for services, overseeing the production and distribution of materials, administering logistics, and managing events within budget.
• Creating and maintaining content in various unit documents, displays, reports, brochures, and websites, while performing substantial editing and fact checking.
• Planning and scheduling calendars with limited consultation and resolving calendaring conflicts for advisors meeting with students.
• Creating complex reports and spreadsheets which may utilize specialized software and systems, such as PeopleSoft and Salesforce.
• Processing a variety of complex financial transactions; researching, identifying, and resolving discrepancies. May assist with capital or special equipment requests and/or vendor selection.
• Coordinating and monitoring routine maintenance, assisting with office moves and maintaining adequate stock of kitchen and office supplies.
• Recruiting, hiring, training and supervising the day-to-day work of 6-8 student staff, including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, reviewing work for quality and timeliness, and providing performance review input.

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.

To be successful in this position you will have:

• A high school diploma and four years of administrative experience, or combination of education and relevant experience.
• Advanced computer skills and demonstrated experience with office software and email applications, such as Excel, Microsoft Outlook, Google Drive, etc. Experience with customer-relationship management platforms such as Salesforce is a plus.
• 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.
• The ability to prioritize, multi-task, and assign work to others.
• The ability to take initiative and ownership of projects.
• The ability to routinely and independently exercise sound judgment in making decisions.

*-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 his or her job.

About the Office of the Vice Provost for Undergraduate Education (VPUE)

For undergraduates, VPUE is the nexus for programs and initiatives that help students define and achieve their intellectual ambitions at Stanford. These include investigative introductory courses taught by esteemed faculty, targeted classes in writing and rhetoric, undergraduate research support, academic advising and mentoring, overseas and off-campus study programs, and undergraduate scholarships and fellowships. For faculty, VPUE serves as a principal conduit for furthering interaction with undergraduates and discovering ways in which working with students can enrich one’s research agenda. VPUE advocates for undergraduate education in collaboration with faculty, departments and schools across Stanford. All VPUE resources are dedicated to involving faculty with the undergraduate experience, connecting students with phenomenal opportunities and fully realizing a liberal education at Stanford.

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 individuals 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 course auditing opportunities. 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!

How to Apply

If you're ready to work for an organization that nurtures diversity, respect, professional development and a comfortable work life fit, we invite you to explore this opportunity and apply online. 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 and interest in this position.

http://stanfordcareers.stanford.edu

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Additional Information

• Schedule: Full-time
• Job Code: 4103
• Employee Status: Regular
• Grade: F
• Requisition ID: 86106