Fellowship Program Coordinator

Stanford University; Palo Alto (CA); On-site; USD 83,000 - 98,000; Full time

Job summary

Stanford University is seeking a Fellowship Program Coordinator for its Center for Advanced Study in the Behavioral Sciences (CASBS) in Palo Alto. The role provides administrative support for the residential fellowship program, coordinating applications, selections, and arrivals, and managing the fellows database and milestones.

The position requires strong interpersonal skills, professionalism, reliability, and the ability to multi-task across complex processes and cross-departmentliaison;

Qualifications

• High school diploma with four years of admin experience.
• Advanced computer skills with office software.
• Excellent organizational and communication abilities.
• Ability to multitask and take initiative.

Responsibilities

• Coordinate fellowship application process and materials.
• Manage applicants files and selections.
• Draft announcements and maintain WordPress content.
• Liaise with applicants and fellows from arrival to program start.
• Track milestones and communications for CASBS.
• Support visa and housing processes for international fellows.

Skills

Advanced computer skills

Strong communication

Organizational skills

Multitasking

Microsoft Office

Education

High school diploma

Tools

Microsoft Office

Job description

WORK SCHEDULE:

On-site work arrangement; employee is expected to work on-site full-time and may be eligible for a hybrid work arrangement after successful completion of trial period.

BUDGETED SALARY:

$83,404 - $97,850

SCHOOL/UNIT DESCRIPTION:

Since its creation in 1954, researchers associated with the Center for Advanced Study in the Behavioral Sciences (CASBS) at Stanford University have explored some of our world’s most challenging questions and problems. Drawing on disciplines across academia and insights have created and extended knowledge of our world, and continue to do so. The Center’s annual mix of distinguished thinkers of proven accomplishment facilitates advanced thinking and research. They study contemporary societal problems and contribute to evidence-based policy and solutions.

CASBS is an accelerator of ideas. In addition to our flagship fellowship program, we facilitate interdisciplinary, intersectoral, and collaborative efforts to develop new solutions to major societal challenges. We do this by convening great thinkers, tapping into the CASBS network of current and former fellows as well as leading scholars and policymakers beyond academia to deliver new ideas and research programs addressing major problems facing the world. We have also provided support for social science and social inquiry through a focus on cutting-edge methods, awards for extraordinary scholarship, and field building workshops and institutes.

POSITION SUMMARY:

The Center for Advanced Study in the Behavioral Sciences (CASBS) seeks an experienced candidate for the position of Fellowship Program Coordinator. Reporting to the Deputy Director, the Fellowship Program Coordinator is a key position providing administrative support for the Center’s renowned residential fellowship program. Key responsibilities include coordination of all components of the fellowship application, selection, and arrival processes, administration of the fellows’ database, and tracking awards and milestones of fellows.

Working with the Deputy Director, the Fellowship Program Coordinator coordinates all phases of the fellowship program application process. This includes implementing directed changes to the online application structure and/or process, monitoring application submissions, creating and managing applicant files, and drafting agendas and meeting materials for fellowship selection committee activities.

The Fellowship Program Coordinator works with the Director and Deputy Director to carry out the communications plan for the announcement of the fellowship program application cycle. This involves reviewing outreach lists, researching and updating contacts, drafting the announcement, and dissemination. This also includes maintaining approved content on public and private websites, with responsibility for updates to those hosted on WordPress.

The Fellowship Program Coordinator serves as a liaison with prospective applicants for fellowships, and with fellows once invited and up to arrival at the start of their fellowship year, communicating regularly by email, Zoom and phone as needed. Individuals are from the US and abroad. The Fellowship Program Coordinator has responsibility for drafting orientation materials for the arriving fellows and visiting scholars, biographical sketches of fellows and visiting scholars for websites and publicity materials, and program materials for the fellowship year.

Another important project that the Fellowship Program Coordinator oversees is the tracking of milestones and achievements of fellows, with information ultimately used for CASBS communications. Other key tasks include working with incoming international fellows for their visas, and with all invited fellows on their local housing.

The ideal candidate is a friendly, proactive, and dependable self-starter with strong interpersonal and communication skills. The role requires an individual with a high level of professionalism, productivity, accuracy, organization, and multi-tasking. In addition, the position requires the ability to consult, collaborate, and work well with others within the Center, across the Stanford campus and beyond. This position is best accomplished by an individual that is constantly thinking several steps ahead.

This is a 100% FTE, benefits-eligible position. There may be occasional extended hours and weekends for meeting support. This position will be based on the Stanford campus and after a trial period will be considered for an option of a hybrid schedule, subject to operational need.

Responsibilities

Core Duties

• Act on behalf of the supervisor, department manager, or chair inregards to establishing priorities and identifying and resolvingproblems that are administrative in nature.

• Oversee and/or perform duties associated with scheduling,organizing, and operating complex conferences, seminars, and events,including arranging with vendors for services, overseeing the productionand distribution of materials, administering logistics, and managingevent within budget.

• Compose and draft documents and correspondence for presentations,course handouts, grants, conferences, seminars, and reports. Performsubstantial editing and fact checking. Create, maintain, modify, and/orensure accuracy of content in various unit documents, displays, reports,brochures, social media, and/or websites.

• Plan and schedule calendar(s) with limited consultation, resolvecalendaring conflicts, and arrange travel in compliance with unit,university, and sponsor policies.

• Create complex reports and spreadsheets which may utilizespecialized software and systems.

• Oversee and/or process a variety of complex financialtransactions; produce, monitor, and reconcile budget statements;research, identify, and resolve discrepancies. May assist with capitalor special equipment requests and/or vendor selection.

• Coordinate and monitor routine maintenance services completion.Plan and coordinate office moves and/or minor renovationprojects.

• May lead staff or supervise day-to-day work of student and/ortemporary workers, including scheduling, assigning, and prioritizingworkloads, setting appropriate deadlines, reviewing work for quality andtimeliness, and providing performance review input.

Minimum Education andExperience

High school diploma and four years of administrative experience, orcombination of education and relevant experience.

Knowledge, Skills and Abilities

• Advanced computer skills and demonstrated experience with officesoftware and email applications.

• Demonstrated success in following through and completingprojects.

• Excellent organizational skills and attention to detail.

• Excellent Strong verbal and written communicationskills.

• Excellent customer service and interpersonal skills.

• Ability to prioritize, multi-task, and assign work toothers.

• Ability to take initiative and ownership of projects.

• Ability to routinely and independently exercise sound judgment inmaking decisions.