Program Assistant

The Program Assistant's main responsibilities are to provide general administrative and facilities support, as well as student services for Stanford University's Breyer Center for Overseas Studies in Florence. The position works closely with the Program Administrator and reports to the Florence Program Director.

CORE DUTIES

Administrative

• Greet visitors, answer phones, and serve as a resource on procedures and inquiries.
• Run local errands as needed (post office, supermarket, newsstand, etc.).
• Handle administrative duties including mail, data entry, reports, copying, and supplies management.
• Generate and disseminate routine communications and documents, such as presentations, handouts, reports, and brochures.
• Make reservations for program events (restaurants, museums, etc.).
• Organize and participate in program events.
• Respond promptly to student concerns, especially during emergencies, in collaboration with the Director and staff.

Student Services

• Advise students on personal matters, accessibility, and local environment issues, consulting with the Director as needed.
• Supervise excursions as assigned and suggest additional activities.
• Communicate with student groups and support student welfare concerns.
• Support out-of-class learning and help establish community norms and responsible conduct.
• Assist in planning educational programs and orientations, promoting discussions on cultural and current issues, especially related to Italy.
• Encourage community responsibility among participants.

Office Support

• Assist with daily operations of the Florence Center, coordinating with maintenance and vendors.
• Ensure repairs and replacements are addressed promptly.
• Organize event arrangements, including equipment and catering.
• Support housing and support for visiting faculty.
• Manage checkout of academic resources and oversee property and equipment inventory.
• Maintain the functionality and cleanliness of faculty apartments and shared spaces.
• Perform daily facilities checks and assist with office procedures.
• Support residence orientation, safety, and security briefings.
• Respond to inquiries from students, faculty, and external contacts.
• Manage office supplies inventory and communicate needs to the Administrator.