Administrative Program Coordinator

　　Doerr School of Sustainability, Stanford, California, United States

　　Administration

　　Post Date Jan 09, 2024

　　Requisition # 101878

　　This position is based on Stanford’s main campus with consideration given to the option for a hybrid work schedule (partially onsite and offsite), subject to operational need. Interested candidates must include a resume and cover letter to be considered for this position.

　　Applicants must be authorized to work for any employer in the U.S. We are unable to sponsor or take over sponsorship of an employment VISA.

　　About Us

　　The Stanford Doerr School of Sustainability has a unifying goal of creating a future in which humans and nature thrive together in concert and in perpetuity. The school's unique three-part structure consisting of departments to drive scholarship and educate students, institutes to innovate across disciplines, and an accelerator to drive policy and technology solutions reimagines how universities can contribute to the planet's sustainability. We focus on creating knowledge and scaling solutions that benefit our local community and people globally, while also creating a school community that is inclusive of all people.

　　For more information, please click here.

　　Precourt Institute for Energy

　　The mission of Stanford University’s Precourt Institute for Energy is to spark the creativity, collaboration, learning, and leadership needed for the global energy transformation. The initiatives, research centers and programs of the Precourt Institute fund research at Stanford with the potential to solve the toughest energy challenges from science and engineering to policy and economics. The institute disseminates the achievements of the wider Stanford ENERGY community. The institute sponsors courses and a postdoctoral program, and it supports Stanford students interested in energy. The Precourt Institute works with industry, entrepreneurs, and policymakers for the deployment of Stanford solutions.

　　Explore Energy House

　　Explore Energy Houseis an academic theme house, affiliated with the Explore Energy program at the Precourt Institute for Energy. It is open to 83 undergraduate residents in any of the four undergraduate classes (including transfers). Residents, regardless of major, are selected based on an expressed interest and commitment to actively exploring any aspect of the energy field, including but not limited to technology, finance, history, social science, equity and justice, and/or art. Explore Energy House hosts a weekly seminar, field trips, thematic events, alumni seminars, student-initiated and led workshops, and more.

　　Technology Transfer for Defense

　　Technology Transfer for Defense(TT4D)is a pioneering Stanford program that transitions academic technologies from the lab to the marketplace and transitions emerging technology products into defense capabilities. The TT4D Program leverages its deep defense networks to align cutting-edge technology and products with critical national security challenges. The TT4D Program also serves as a forum for gathering government personnel (i.e., operators, engineers, researchers, and scientists), industry personnel (i.e., entrepreneurs, innovators, companies), and university academics to collaborate on solving the nation’s toughest challenges. TT4D is also establishing an accelerator platform to further advance student prototypes post-course.

　　Seeking Administrative Program Coordinator

　　The Precourt Institute for Energy is seeking an exceptional candidate to serve as an Administrative Program Coordinator to support two programs within the Precourt Institute: Explore Energy House and Technology Transition for Defense Program. The assignment time for responsibilities will be split 50% for each program.

　　For the Explore Energy House, the role will manage the development and coordination of 30 high-caliber Explore Energy seminars per year, at least five off-campus field trips, and related on-campus learning opportunities organized through the Explore Energy House in conjunction with the Explore Energy program. Responsibilities will include providing professional planning, administrative and operational support for the student engagement, event management, and evaluation responsibilities with limited supervision.

　　The role will work closely with the Explore Energy House Resident Fellow, who is responsible for stewarding a high-caliber academic experience for residents and participants in the Explore Energy seminar. In addition, the role will coordinate closely with the resident student leaders of the Explore Energy House as well as the many co-sponsors of activities hosted at the house.

　　For the Technology Transitions for Defense Program, responsibilities include:

　　Facilitate and organize meetings and workshops.

　　Manage logistics for reservations, registrations, room scheduling, catering, signage, and materials.

　　Provide support during sponsor visits and events.

　　Calendar planning and management, resolving scheduling conflicts.

　　Process travel reimbursements and monitor financial transactions.

　　Review invoices for accuracy and compliance with policies.

　　Arrange travel for directors, sponsors, and visitors.

　　Distribute routine communications such as memos, notices, emails, and letters.

　　Contribute to report preparation, including data entry in spreadsheets.

　　Maintain and update approved website content.

　　Enter data into reports, tables, and spreadsheets.

　　Greet and assist visitors, directing them as needed.

　　Serve as a knowledgeable resource for unit procedures and inquiries.

　　Core duties include but are not limited to the following:

　　Oversee and/or perform duties associated with scheduling, organizing, and co-hosting seminars and events, including coordination with counterparts in Residential Education regarding vendors for services, overseeing the production and distribution of materials, administering logistics, and managing events 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 group travel in compliance with unit, university, and sponsor policies.

　　Create reports and spreadsheets, which may utilize specialized software and systems used by the University.

　　Oversee and/or process a variety of financial transactions associated with multiple funding sources and co-sponsors that each have dedicated financial administrators.

　　Coordinate on student engagement and outreach with Explore Energy’s program team, including its student Peer Advisors.

　　Supervise and lead staff or temporary workers.

　　Act on behalf of the supervisor to prioritize tasks and solve administrative issues.

　　Organize complex conferences, seminars, and events, including logistics, materials, and budget management.

　　Additional duties as assigned.

　　* - 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 need:

　　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, our preferred qualifications include:

　　Knowledge of Stanford University systems and policies.

　　Experience planning and coordinating a wide variety of events.

　　Ability to take initiative and ownership of projects and independently exercise sound judgment in making decisions.

　　The expected pay range for this position is $33.17 to $43.75 per hour.

　　Stanford University provides pay ranges representing its good faith estimate of what the university reasonably expects to pay for a position. The pay offered to a selected candidate will be determined based on factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, geographic location and external market pay for comparable jobs.

　　At Stanford University, base pay represents only one aspect of the comprehensive rewards package. The Cardinal at Work website (https://cardinalatwork.stanford.edu/benefits-rewards) provides detailed information on Stanford’s extensive range of benefits and rewards offered to employees. Specifics about the rewards package for this position may be discussed during the hiring process.

　　How to Apply

　　We invite you to apply for this position by clicking on the “Apply for Job” button.

　　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. Stanford welcomes applications from all who would bring additional dimensions to the University’s research, teaching, and clinical missions .

　　Consistent with its obligations under the law, the University will provide reasonable accommodations to applicants and employees with disabilities. Applicants requiring a reasonable accommodation for any part of the application or hiring process should contact Stanford University Human Resources [email protected]. For all other inquiries, please submit acontact form.

　　Additional Information

　　Schedule: Full-time

　　Job Code: 4098

　　Employee Status: Regular

　　Grade: F

　　Requisition ID: 101878

　　Work Arrangement : Hybrid Eligible