Program Assistant

Location
California, United States
Posted
21 Jun 2019
End of advertisement period
21 Aug 2019
Ref
83593
Contract Type
Fixed Term
Hours
Part Time

The administrative office provides support for three interdisciplinary programs:  the American Studies Program, the Program in Feminist, Gender, and Sexuality Studies, and the Program in Modern Thought and Literature.

JOB PURPOSE:

The Program Assistant reports to the Academic Services Administrator (ASA) and will assist the ASA, the Program Manager, and the program coordinators and directors as needed.

CORE DUTIES*:

  • Process and monitor routine financial transactions (purchasing cards, expense reports, etc), which may include researching and resolving discrepancies.
  • 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, complex 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.
  • Respond to inquiries, and determine and take appropriate action as required. Serve as a resource regarding a defined set of policies and procedures.
  • Maintain office supplies and equipment; obtain vendor quotations, as needed.
  • Maintain approved content on websites.
  • Helping to design flyers for events, and publicizing by email and postering.

* - Other duties may also be assigned

MINIMUM REQUIREMENTS:

Education & 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.

Desired Knowledge, Skills and Abilities:

  • ability to remain flexible, providing support for a variety of individuals who may have differing expectations
  • ability to take initiative as needed
  • knowledge of Stanford or of other institutions of higher education desirable

Certifications and Licenses:

None

PHYSICAL REQUIREMENTS*:

  • 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 his or her job.

WORK STANDARDS:

  • Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clients and with external organizations.
  • Diversity: Demonstrates familiarity and openness to people of different backgrounds and cultures.
  • 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, http://adminguide.stanford.edu.
  • Final offers of employment are contingent upon successful completion of national criminal background check, national sex offender registry search and, where applicable, driving record.
  • 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.

Additional Information

Schedule: Part-time
Job Code: 4102
Employee Status: Fixed-Term
Grade: E
Requisition ID: 83593

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