Program Coordinator
Company: Stanford University
Location: San Mateo
Posted on: January 25, 2023
Job Description:
The Center for Population Health Sciences (PHS) mission is to
leverage real world data to develop innovative solutions that
reduce social and health inequalities. PHS is seeking a Program
Coordinator (Administrative Associate 3) who will be responsible
for supporting the administrative and operational functions of the
PHS research programs and partnerships (AHEaD, Spectrum PHS Pilot
Grants, Community Impact Research Grants, Born in Bradford, PHS
Metrics, etc.) and delivering high quality events. Under the
direction of the PHS Associate Director Research Programs, the
Administrative Associate will operate with a high level of
independence when responding to administrative requests and
coordinating team meetings and events. Key duties may include but
are not limited to:
- Provide general administrative and operational support to the
PHS team, affiliated faculty, and postdocs fellows, visiting
scholars and administrative support related to PHS programs &
partnerships.
- With limited supervision, manage administrative aspects of PHS
programs and partnerships. Examples include:
- Supporting various PHS seed grant programs: RFP posting on Seed
Funding opportunity page, organize & update application materials,
submitted application folders for reviewers, set up scoring sheets,
survey & tracking sheets.
- Supporting administrative aspects of PHS grant submissions
- In coordination with various PHS groups, update the DUA
tracking sheet
- Coordinate partner visits
- Oversee and/or process a variety of complex financial
transactions and purchases including procuring all office supplies,
equipment, and vendor orders for the PHS team.
- Evaluate and select vendors based on the needs of PHS and
procurement guidelines of the University.
- Lead all logistical and administrative tasks related to
scheduling, organizing, and operating a wide variety of PHS events
and program/project-related meetings (both virtual and in-person).
Meetings/events will vary in terms of format and level of
logistical complexity including seminar series, advisory board
meetings, international conferences, information sessions, weekly
team meetings, team retreats, etc. Tasks may include (but are not
limited to):
- Confirming meeting/event dates by coordinating across several
staff and faculty calendars with limited availability.
- Setting up PHS Team, SU and external partners meetings (create
doodle polls for meetings, sending calendar invites for meetings,
sending zoom links for meetings, booking conference rooms, setting
up agenda documents, taking notes, etc.)
- Spearheading the event planning process from start to finish
which may include setting up online event registrations, sending
out calendar invitations, monitoring RSVP lists, developing
strategies to increase attendance, coordinating speaker practice
sessions, collecting and organizing materials and presentations,
working with the PHS Communications Manager to disseminate
marketing materials, etc.
- Operating all behind-the-scenes technical functions of the
hosting platform (e.g., Zoom) for virtual meetings/events that
could include up to 300+ participants.
- Managing all logistics for in-person events including space
reservations, coordinating vendors, equipment set up, and arranging
speaker travel and reimbursements as needed.
- Prepare presentations and correspondences in a clear and
professional manner to be distributed to the PHS team, affiliated
faculty, postdoc fellows, and Stanford community. Examples may
include event descriptions, event programs, and instructional
correspondences to guest speakers. Other team communications may
include updates to the University COVID protocols and procedures
for staff.
- Plan and schedule team calendar(s) with limited consultation,
resolve calendar conflicts, set up agenda documents, and take
meeting notes.
- Arrange travel in compliance with departmental and university
guidelines as needed. Pre-arrange logistics. draft schedule,
provide seamless booking of flights, hotels, meals and
transportation.
- Under the direction of the PHS Associate Director Research
Programs, support the preparation of reports, spreadsheets, and
surveys related to PHS research programs & partnerships. For
example, Collect, map, synthesize PHS metrics using the PHS Metrics
tracking system
- Coordinate and monitor routine maintenance service requests for
PHS and serve as the PHS point of contact for the building
facilities team.
- Onboard/Offboard new hires and coordinate IT equipment requests
(e.g., configure new staff laptops, purchase software, etc.). The
position is an exciting opportunity to work in a diverse academic
setting with a wide array of the program's key stakeholders and
audiences, including Stanford faculty, students, postdocs, and
campus partners. The ideal candidate is motivated, creative, and
highly organized with excellent time management skills and strong
attention to detail. A high level of professionalism and customer
service is essential in this position.
- Other duties may also be assigned.
DESIRED QUALIFICATIONS:
- Proficient in Microsoft Office, Google Suite, Zoom (e.g.,
setting up and hosting Zoom meetings and webinars, facilitating
Zoom breakout rooms, operating various presentation features such
as speaker spotlighting, screen sharing, etc.) and Box.
- Knowledge or fast learner of Oracle Stanford financial system
and Smartsheet.
- Strong organizational skills with experience supporting
day-to-day operations of a team.
- Timely processing of financial transactions &
expenditures.
- Associate degree and three years of administrative experience,
or combination of education and relevant experience.
- Excellent interpersonal, communication, time management, and
customer service skills.
- Ability to manage multiple administrative projects and complex
timelines. Must be well organized and detail oriented.
- Ability to work both independently and as part of a team.
- Ability to interact and successfully collaborate with a broad
spectrum of contributing groups.
- Demonstrated success following through, completing routine
tasks & planning events.EDUCATION & EXPERIENCE (REQUIRED):
High school diploma and four years of administrative experience, or
combination of education and relevant experience.
KNOWLEDGE, SKILLS AND ABILITIES (REQUIRED):
- 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.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.
- 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, . As an organization that receives federal
funding, Stanford University has a COVID-19 vaccination requirement
that will apply to all university employees, including those
working remotely in the United States and applicable
subcontractors. To learn more about COVID policies and guidelines
for Stanford University Staff, please visit .
Keywords: Stanford University, San Mateo , Program Coordinator, Other , San Mateo, California
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