Design Program Administrator, 1A4

🔍 School of Engineering, Stanford, California

📁: Administration

📅   : May 20, 2013 Post Date

📅   : 52580 Requisition #

Design Program Administrator

1A4, Non-Exempt, 100% FTE

Mechanical Engineering Design Group, School of Engineering

Stanford University’s Mechanical Engineering Design Group seeks a professional, highly organized and energetic Program Administrator (PA) who thrives on managing multiple projects in a fast-paced environment and interacting with a variety of creative people. The PA supports the Design Program, collaboratively offered by the ME Design Group and the Department of Art and Art History. The PA is a friendly and efficient administrator who cultivates a broad and thorough understanding of the Program’s goals and endeavors to provide informed, coordinated, timely and pro-active support. Extensive interaction and ability to build community with students, faculty, and staff is central to the job.

JOB DETAILS

Program Management & Development

Acquire and maintain a thorough understanding of the Design Program's academic offerings and Affiliates Program, keeping up with changes as they occur.
With Program leaders, serve as member of strategic team which meets regularly to create and refine initiatives, programs and events to further the Program.
Interact with visitors (corporate liaisons, delegations from other institutions, potential applicants), give facility tours and conduct information sessions.
Apprise Program leadership of situations requiring attention and issues and policies which may affect the Program. Maintain and develop enhancements to contact database.
Conduct research on related subjects as requested and present findings (i.e. how arrangements for distinguished speakers are handled at other Universities).

Event Management

Design and execute meetings, receptions, presentations, workshops, Liu Memorial Lecture Series (4-8 lectures per year, 50-250 attendees per lecture).
In collaboration with Program faculty, determine need for events, define broad-stroke design of events; Independently manage budget and all logistics; oversee student coordinators.

Financial Management

Assist faculty with proposals, budgets, extensions, interface with Engineering Research Administration; monthly/quarterly ReportMart3 reports and analysis for research, gift, unrestricted and affiliates funds.

Program Faculty, Staff & Student Support

Support Program faculty and Executive Director: manage calendars, communicate by phone and email on their behalf.
Interact with imaginative, energetic and successful members of local design community and assist with administration for their appointments as Academic and Other Teaching Staff (approx. 30 per year). Advise on Stanford and Group policy and practice; Maintain personnel information database and paper files.
Process faculty, staff and student expense reimbursements, many of which are lengthy and complex;
Process purchase requests;
Review student-originated requisitions before final routing for financial approval;
Compose, edit and send correspondence;
Prepare Research Assistant appointment forms;
Assist with facilities needs.
Support approx. 50 courses and several workshops per year: Order handout copies; Reserve classrooms and audio/visual equipment; Order supplies; Handle logistics for special class presentations. Interface with Stanford Center for Professional Development

Design Program Application Process Management

Primary point of contact for applicants and potential applicants: Provide information and application instructions; Receive portfolios and applications (approx. 50 applicants per year for approx. 10 slots). Plan and execute admissions meeting for approx. four program faculty: Determine best date and venue; Inform participants; Prepare applicant material, display portfolios for meeting;
Follow-up after meeting: schedule applicant interviews; record and forward decisions to ME Student Services, return portfolios and communicate decisions to applicants.

QUALIFICATIONS

Four-year college degree or equivalent years of experience as substitute; three to five years related administrative experience, or an equivalent combination of education and experience
Capacity to understand the big picture and many complexities of the Design Program and the Design Group
Ability to thrive in a dynamic and creative environment, and maintain good humor and flexibility amid constantly shifting priorities and changing plans
Excellent written and verbal communication. Frequent professional and dynamic communication (especially via email) is central to the job: among faculty, staff, students, prospective students applying to Stanford from all over the world, and individuals within and outside Stanford
Ability to develop and maintain healthy and productive working relationships with on-campus and external community. Ability to establish and maintain the interpersonal connections that are necessary for a pleasant and thriving workplace
Excellent organizational, project management, event design & management, problem-solving skills and general administration
Attention to detail, initiative, follow-through
Enjoys and is extremely adept at handling multiple simultaneous projects; able to maintain appropriate momentum on all projects to meet or beat deadlines
Able to work successfully both as a team member and independently
Demonstrated ability to make sound decisions and apply business policies to daily activities
Integrity and confidentiality in sensitive matters
Background in financial management and accounting is a plus
Experience with Stanford policy, procedures and Stanford Oracle Financials is a plus
Technical knowledge required includes strong administrative skills and demonstrated familiarity with typical office applications (Word, Excel, PowerPoint), calendaring, email and common Internet applications, database systems, web navigation and research
Must observe and comply with University and government health and safety practices.

Other Requirements

Position required to work during normal business hours (8am to 5pm)
Successfully pass a background check (Criminal, Education, Employment Verification).
We are unable to provide sponsorship for this position.

To Apply: A Resume & Letter of Interest are required with your application. In the Letter of Interest, please state how the job matches your professional interests and goals, and how your experience provides a relevant background for the position.

Stanford University is an affirmative action, equal opportunity employer. Thank you for your interest!

Job #52580

Additional Information

Requisition ID: 52580

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.