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Academic Programs Coordinator (Hybrid Opportunity)

School of Humanities and Sciences, Stanford, California, United States

Administration

Post Date Dec 20, 2024

Requisition # 105537

Academic Programs Coordinator (Hybrid Opportunity)

TheSchool of Humanities and Sciences (H&S)is the foundation of a liberal arts education at Stanford. The school encompasses 24 departments and 24 interdisciplinary programs. H&S is home to fundamental and applied research, where free, open, and critical inquiry is pursued across disciplines. As the university’s largest school, H&S serves as the foundation of a Stanford undergraduate education no matter which discipline students pursue as a major. Graduate students work alongside world-renowned faculty to pursue and shape foundational research that leads to breakthroughs and discoveries that shed new light on the past, influence the present, and shape the future. Together, faculty and students in H&S engage in inspirational teaching, learning, and research every day.

Department/Program Description:

TheCenter for Comparative Studies in Race & Ethnicity (CCSRE)is Stanford’s hub for teaching and research on race and ethnicity. CCSRE is a community composed of faculty, students, alumni and staff, dedicated to the academic study of race and ethnicity. CCSRE promotes the interdisciplinary and comparative understanding of race and ethnicity in the United States and transnationally through innovative research and teaching. CCSRE includes approximately 90 undergraduate majors and minors and 140 affiliated faculty. CCSRE houses the Undergraduate Programs in Comparative Studies in Race & Ethnicity (CSRE), Asian American Studies (AAS), Chicana/o-Latina/o Studies, Jewish Studies, and Native American Studies (NAS); a PhD Minor in CSRE; and a Research Institute. In partnership with the Office of the Vice Provost for Faculty Development and Diversity, CCSRE also houses the Faculty Development Initiative (FDI). Across its courses, programs, and events, CCSRE supports students and faculty in the study of how race and ethnicity systemically shape our institutions, environments, communities, and identities. CCSRE students and scholars approach questions of difference, inequality, and inclusion from dynamic interdisciplinary, comparative, and multiracial/multiethnic perspectives.

Position Summary:

The Center for Comparative Studies in Race and Ethnicity is seeking an Academic Programs Coordinator. The Academic Programs Coordinator will work under general supervision of the Executive Director and must possess and demonstrate a positive outlook on continuous process improvement efforts while maintaining a team-based and customer-focused mindset. It is critical that this position exhibit the abilities to practice sound judgment and decision-making, effective written and oral communication, strong attention to detail, and respectful relationship management. This position must also exhibit a strong desire to continuously learn new and unfamiliar business topics, policies and procedures as they relate to providing administrative and operational support for the CCSRE academic programs team – the ability to translate this information into operational successes will be critical.

In this role, you will:

· Work with the Academic Programs team to plan, coordinate, and execute events serving the Academic Programs.

· Perform duties associated with scheduling, organizing, and operating conferences, seminars, and other events, including the following: recommending vendors for services, overseeing the production and distribution of materials, coordinating logistics, providing on-site support, and serving as liaison with internal and external vendors.

· Process and monitor routine financial transactions for Academic Programs and related events, which may include researching and resolving discrepancies.

· Manage student application processes for Academic Programs, including fellowships, honors programs, special classes, and student worker positions.

· Promote the undergraduate major and minor, the PhD Minor, and featured courses and events. Work with the Academic Programs team to design, order, and distribute recruitment and retention materials.

· Assist with managing the undergraduate newsletter and listservs. Draft and/or generate routine communications.

· Update and maintain pertinent components of the CCSRE website.

· Coordinate production and dissemination of documents serving the Academic Programs, such as presentations, course handouts, grant proposals, conference and seminar materials, complex reports, brochures, and displays.

· Support Student Services Specialist in managing course logistics and listings, coordinating logistics for CCSRE Commencement ceremony, and providing forms and answering questions for students and teaching staff.

· Assist with the collection of data for Academic Programs and prepare reports as necessary for ADs, faculty leadership, and university committees.

· Respond to CCSRE inquiries and determine and take appropriate action as required. Serve as a resource to students and teaching staff.

· Plan and schedule calendar(s) based on consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.

· Assist the Administrative Director with human resources and facilities support as needed.

· Assist with on-site logistics for all-hands CCSRE events. Participate in staff-wide planning and reporting.

· Provide general assistance to the Faculty Director of Academic Programs and Executive Director as necessary.

This is a 100% FTE, 1-year fixed term non-exempt position with the possibility of renewal. This position will be based on the Stanford campus and will be considered for an option of telecommuting one day each week, subject to operational need.

If you believe that this opportunity is a match for your knowledge, skills and abilities, we encourage you to apply. Thank you for considering employment opportunities with the School of Humanities and Sciences.

CORE DUTIES:

· Respond to inquiries, and determine and take appropriate action as required. Serve as a resource regarding a defined set of policies and procedures.

· Perform duties associated with scheduling, organizing, and operating conferences, seminars, and events, including recommending vendors for services, overseeing the production and distribution of materials, coordinating logistics, and serving as liaison with internal and external vendors.

· Draft and/or generate routine communications; coordinate production (formatting, copying, etc.) and dissemination of documents, such as presentations, course handouts, grant proposals, conference and seminar materials, complex reports, brochures, and displays.

· Plan and schedule calendar(s) based on consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.

· Process and monitor routine financial transactions, which may include researching and resolving discrepancies.

· Maintain office supplies and equipment; obtain vendor quotations, as needed. Coordinate office moves.

· May serve as the point of contact for general maintenance, health and safety, and other facility concerns within the unit(s); report any incidents or potential safety problems to appropriate representatives. Track completion of required training.

· Maintain approved content on websites.

· May perform human resources transactional support, e.g. time cards, I9s, and/or faculty affairs support.

· May guide and train student and/or contingent workers including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, and reviewing work for quality and timeliness.

• Other duties may also be assigned.

EDUCATION AND EXPERIENCE:

· High school diploma and three years of administrative experience, or combination of education and relevant experience.

KNOWLEDGE, SKILLS, AND ABILITIES:

· Proficient computer skills and demonstrated experience with office software and email applications.

· Demonstrated success in following through and completing routine tasks.

· Strong organizational skills and attention to detail.

· Strong verbal and written communication skills.

· Excellent customer service and interpersonal skills.

· Ability to prioritize and multi-task.

The expected pay range for this position is $31.79 to $37.96 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.

Why Stanford is for You

Imagine a world without search engines or social platforms. Consider lives saved through first-ever organ transplants and research to cure illnesses. Stanford University has revolutionized the way we live and enrich the world. Supporting this mission is our diverse and dedicated 17,000 staff. We seek talent driven to impact the future of our legacy. Our culture andunique perksempower you with:

· Freedom to grow . We offer career development programs, tuition reimbursement, or audit a course. Join a TedTalk, film screening, or listen to a renowned author or global leader speak.

· A caring culture . We provide superb retirement plans, generous time-off, and family care resources.

· A healthier you . Climb our rock wall, or choose from hundreds of health or fitness classes at our world-class exercise facilities. We also provide excellent health care benefits.

· Discovery and fun. Stroll through historic sculptures, trails, and museums.

· Enviable resources . Enjoy free commuter programs, ridesharing incentives, discounts and more

The job duties listed are typical examples of work performed by positions in this job classifications 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 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 at stanfordelr@stanford.edu. For all other inquiries, please submit a contact form .

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.

Additional Information

• Schedule: Full-time

• Job Code: 4097

• Employee Status: Fixed-Term

• Grade: E

• Requisition ID: 105537

• Work Arrangement : Hybrid Eligible