JOB PURPOSE:

• Provide administrative or operational support with limited supervision. May be responsible for leading other administrative staff or subordinates.

CORE DUTIES*:

• 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.
• 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 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) with limited 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.
• 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.

Specific Duties Include:

The Academic Program Coordinator is responsible for the smooth operation of the academic program of the department. Interfaces with central university offices and other departments on all matters related to the curriculum, faculty and student evaluation, and course scheduling. Prepares appointment papers for replacement faculty and is responsible for all visitor (including visiting student researchers) travel, visa requirements, etc. Manages visitor schedules for the Departmental Colloquia and Symposia.

ACADEMIC ADMINISTRATION:

Responsibilities include working closely with faculty to organize, manage and implement curricula, develop and publicize courses, consult with faculty on course offerings, schedule classes and sections, order desk copies, update the Bulletin and Time Schedule, and supervise and maintain university and departmental course evaluations for all faculty and TA’s.

FACULTY AFFAIRS:

The Academic Affairs Coordinator prepares appointment papers for all replacement faculty. Coordinates all contacts with replacement faculty to make sure their files are complete and their paperwork is in order. Is responsible for knowing and communicating departmental and university policies on grading, course management, advising, etc. to all faculty, including replacement faculty. Manages the onsite administrative needs of replacement faculty, including any visa paperwork and travel arrangements. Manages Visiting Scholar/Research paperwork through Bechtel including preparing the paperwork for H-1, J-1 visas as necessary.

FINANCIAL ADMINISTRATION:

The Academic Affairs Coordinator oversees and tracks reimbursements related to visiting faculty, replacement faculty and as needed assists student service administrators with reimbursements related to undergraduate and graduate students expenses. Oversees the administration of the colloquium, symposium series, departmental conferences, and the brown bag lunch program.

Other duties may also be assigned-

MINIMUM REQUIREMENTS:

Education & Experience:

• High school diploma and four years of administrative experience, or combination of education and relevant experience.

Knowledge, Skills and Abilities:

• •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.

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 the job.

WORK STANDARDS:

• 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, http://adminguide.stanford.eduFinal offers of employment are contingent upon successful completion of national criminal background check, national sex offender registry search and, where applicable, driving record.

Additional Information

Schedule: Full-time
Job Code: 4103
Employee Status: Regular
Grade: F
Requisition ID: 84796