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MIP Program Coordinator

Employer
STANFORD UNIVERSITY
Location
California, United States
Closing date
2 Nov 2020

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MIP Program Coordinator (Administrative Associate 3)

The Freeman Spogli Institute for International Studies (FSI) is Stanford University's primary interdisciplinary research and teaching institute on international policy and international affairs. The Ford Dorsey Master’s in International Policy (MIP) at FSI is a two-year, graduate-level program that grants the Master of Arts degree. The MIP program produces leaders who will engineer policy and spur innovation in government, NGOs, IGOs, and private companies around the world. At the core of the MIP program are Stanford's exceptional faculty and an interdisciplinary approach to research and teaching. The program combines theory and practice, encouraging students to utilize their knowledge in tangible ways, such as through the completion of summer internships and their participation in a capstone project. Students are broadly trained in both analytical and policy  skills as well as on the substantive issues facing the world today. MIP’s small class size fosters an intimate and dynamic learning experience.

FSI seeks a Program Coordinator to join and support the MIP team. The incumbent will provide operational support for student and academic services, admissions, finance, communications, event planning and office operations. This role works closely with the MIP team, as well as students and prospective applicants, faculty and instructors, alumni, and others. The Program Coordinator will report to the MIP Assistant Director for Academic and Student Affairs.

This is a 100% FTE, benefits-eligible position. For consideration, please provide resume and cover letter.

Background check required for all final candidates.

In this role, you will:

  • 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.
    • Provide student services and academic administration support:
      • Update courses and maintain scheduling.
      • Coordinate with faculty and instructors, MIP team, and FSI staff on academics, events, and other matters.
      • Process lecturer hiring appointments.
      • Assist instructors with book orders and other matters.
    • Provide admissions support:
      • Respond to inquiries from prospective applicants.
      • Process applications during annual admissions cycle.
      • Prepare and issue decision letters and other correspondence.
    • Execute on office operations objectives with guidance from supervisor.
    • Act as a point of contact for current MIP students on financial matters.
  • 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.
    • Responsible for coordinating MIP events, including Bootcamp, Orientation, quarterly receptions and parties, Capstone presentations, Admit Day, Commencement, and other speaker events. 
  • Compose and draft documents and correspondence for presentations, course handouts, grants, conferences, seminars, and reports; perform substantial 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.
    • Create and monitor MIP course information in compliance with University, School, and Department Guidelines.
    • Update Stanford Bulletin with MIP degree requirements, courses, and faculty list.
    • Provide support for MIP website and manage regular updates.
    • Assist FSI staff in compiling MIP-related data for various development reports.
    • Draft newsletters, invitations, and other announcements.
  • Plan and schedule calendar(s) with limited consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
    • Manage calendars for shared MIP conference rooms and classroom.
    • Arrange travel, housing, and logistics for students participating in the Stanford-Vienna Exchange.
    • Manage field research travel reservations on behalf of students enrolled in the capstone course.
  • Create complex reports and spreadsheets which may utilize specialized software and systems.
    • Provide support with admissions analytics and reporting.
    • Provide student and program analytics for reporting purposes.
  • 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.
    • Process student fellowship and assistantship entries.
    • Process financial transactions, including purchasing and travel cards. Perform expense entries.
    • Provide support for budget monitoring and analysis, as needed.
  • Coordinate and monitor routine maintenance services completion.  Plan and coordinate office moves and/or minor renovation projects.
    • Place work orders for repairs to equipment and office suite.
    • Order and maintain office supplies.
  • May lead staff or supervise day-to-day work of student and/or temporary workers, including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, reviewing work for quality and timeliness, and providing performance review input.
  • Occasional weekend and evening hours for events.

To be successful in this role, you will bring:
•    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.
•    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.
•    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.

In addition, preferred requirements include:
•    Interest in international affairs.

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 accommodation to any employee with a disability who requires accommodation to perform the essential functions of his or her job.

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: 4103
  • Employee Status: Regular
  • Grade: F
  • Requisition ID: 87073

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