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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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