Program Delivery Team Administrator
Stanford Graduate School of Business
Residing in Silicon Valley, the heart of innovation, Stanford GSB has built a global reputation based on its immersive and innovative management programs. We provide students a transformative leadership experience, push the boundaries of knowledge with faculty research, and offer a portfolio of entrepreneurial and non-degree programs that deliver global impact like no other. We strive to change lives, change organizations, and change the world.
The Stanford Institute for Innovation in Developing Economies, also known as Stanford Seed, is a Stanford GSB-led initiative that is working to end the cycle of global poverty by training business leaders in developing economies, inspiring Stanford students to become globally-engaged leaders, and supporting critical research from across the university to maximize our impact.
The Program Delivery Team Administrator in Stanford Seed functions as an Office Manager for the Program Delivery team and is tasked with implementing events, supporting the hiring and on-boarding of new staff, maintaining online filing systems, and overseeing Seed’s administrative workgroup. Working under the direction of the Director of Program Delivery, the Program Delivery Team Administrator will be well informed of Stanford policies and will contribute to the development, revision, and implementation of program and administrative processes. This position is part of the Program Delivery Team (PDT), which supports all of Seed’s programs delivered within Stanford University in Palo Alto and in regions in Africa and India where it has a presence. The candidate should have strong project management skills, able to drive cross-functional collaboration and can easily cultivate positive working relationships.
Your primary responsibilities include:
- Independently implement, administer, and evaluate the day-to-day administrative activities of Seed.Act on behalf of the Director of Program Delivery in regards to establishing priorities and identifying and resolving problems that are administrative in nature. Understand the sense of urgency and the need to resolve problems in a timely manner.
- Lead the Administrative Work Group, foster collaboration among its members and ensure coverage where needed for the efficient delivery of administrative support requests across programs. This includes, event management, program management (e.g. student summer internship, coach and facilitator orientation, STP Immersion Weeks) and planning for high profile meetings events and visits (e.g. advisory board, dignitaries and partners).
- Review and analyze processes, procedures and functions, to advise and develop recommendations to policies and procedures that achieve or modify goals. Identify issues and develop alternative solutions which may include changes or revisions in policies and procedures. Implement procedures and analyze and interpret policies; develop, and recommend revisions to improve efficient and compliant administrative processes.
- Oversee and/or manage Seed assets and inventories, memberships, multiple projects and proactively identify or anticipate potential issues, track critical dates for programs and Seed leadership, initiate payment process and complete expense report where needed. Maintain office supplies and equipment inventory and negotiate with vendors as needed.
- Oversee compliance of global Seed staff and volunteers of data and systems management and ensure that systems, programs or application (i.e. Box, Salesforce, google drive) used by Seed staff and volunteers adhere to Stanford’s policies on information security. Recommend and implement best practices to ensure compliance with data security policies.
- Maintain and manage the administrative intranet portal for easy access to information, policies, forms, process and other internal resources.
- Create event management protocols, independently prioritize, plan, coordinate and/or oversee logistics for meetings and conferences with individuals and entities internal and external to the university, especially high profile events with senior executives, donors, and government officials. Collect and compile speaker materials (PPT slides, papers, etc.), arrange venues, manage catering and technical/AV support, including post-event activities (e.g., summarize key event statistics, expense reports, de-briefs).
- Manage and coordinate all promotional and marketing collateral items or products, negotiate with vendors and ensure compliance with Marketing and Communications and University Licensing Office policies and processes.
- May participate in development of budgets, monitor, and approve expenditures. May perform limited forecasting and provide recommendations that determine the budget.
- Support the hiring and on-boarding of new Seed staff. Initiate HR, Facilities and IT processes to ensure orientation, provide training needs assessment and track training needs of staff and volunteers to comply with policies, facilitate workspace and equipment needs delivery by respective GSB departments. Ensure off-boarding processes are implemented and followed and secure data and equipment assets in a timely manner.
- Be flexible to completing any other additional assigned duties.
To be successful in this position, you will bring:
- Bachelor’s degree and three years of relevant experience, or combination of education and relevant experience.
- Demonstrated ability to prioritize own work and multi-task.
- Demonstrated excellent organizational skills.
- Demonstrated ability to take initiative and ownership of projects.
- Ability to communicate effectively both orally and in writing.
- Ability to routinely and independently exercise sound judgment in making decisions.
- Demonstrated experience working independently and as part of a team.
- Relevant subject matter knowledge.
- Ability to direct the work of others, for jobs requiring supervision.
*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.
Why Stanford is for You
Stanford’s dedicated 16,000 staff come from diverse educational and career backgrounds. We are a collaborative environment that thrives on innovation and continuous improvement. At Stanford, we seek talent committed to excellence, driven to impact the future of our legacy, and improve lives on a global sphere. We provide competitive salaries, excellent health care and retirement plans, and a generous vacation policy, including additional time off during our winter closure. Our generous perks align with what matters to you:
- Freedom to grow. Take advantage of career development programs, tuition reimbursement, or audit a course. Join a Ted Talk, film screening, or listen to a renowned author or leader discuss global issues.
- A caring culture. We understand the importance of your personal and family time and provide you access to wellness programs, child-care resources, parent education and consultation, elder care and caregiving support.
- A healthier you. We make wellness a priority by providing access to world-class exercise facilities. Climb our rock wall, or participate in one of hundreds of health or fitness classes.
- Discovery and fun. Visit campus gardens, trails, and museums.
- Enviable resources. We offer free commuter programs and ridesharing incentives. Enjoy discounts for computers, cell phones, recreation, travel, entertainment, and more!
We pride ourselves in being a culture that encourages and empowers you.
How to Apply
We invite you to apply for this position by clicking on the “Apply for Job” button. To be considered, please submit a cover letter and résumé along with your online application.