Program Associate

Stanford University; Palo Alto (CA); Hybrid; USD 78,000 - 85,000; Full time

Job summary

Stanford University is seeking a Program Associate for the Program in Science, Technology, and Society. The role provides operational and administrative support under the Administrative Director, with a hybrid work arrangement requiring on-site presence at least 3 days per week.

The ideal candidate will assist with financial processing, meeting logistics, travel itineraries, course scheduling, and website maintenance in a busy academic environment.

Qualifications

• High school diploma and three years of administrative experience.
• Strong organizational and communication skills.
• Ability to manage multiple tasks in a fast-paced academic environment.
• Customer service oriented with attention to detail.

Responsibilities

• Respond to inquiries and apply appropriate policies.
• Plan and coordinate conferences, seminars, and events, including vendor liaison.
• Draft communications and prepare course materials and displays.
• Schedule calendars, arrange travel, and manage logistics.

Skills

Office software

Customer service

Organizational skills

Communication skills

Education

High school diploma

Tools

MS Office

Job description

This position has been deemed critical by the School of Humanities and Sciences Dean's Office and is exempt from the hiring freeze.

Work Arrangement: Hybrid work schedule (at least 3 days per week on-site). May require working flexible hours, including occasional nights and weekends.

Budgeted Salary: The budgeted base salary range for this position is $37.50 to $40.86 per hour.

The School of Humanities and Sciences (H&S) is the foundation of a liberal arts education at Stanford. The school encompasses 24 departments and 25 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

The Program in Science, Technology, and Society is a dynamic interdisciplinary major offering both a Bachelor of Arts (BA) and a Bachelor of Science (BS) degree. Founded in 1971, the Program is among the oldest of such programs in the United States. STS majors develop technical skills in a field or two of choice, together with an understanding of why we have the kinds of science and technology we have today, what role they play in our society, and what challenges they pose. The Program's affiliated faculty represent over a dozen departments, including Anthropology, Communication, Computer Science, Education, Electrical Engineering, History, Law, Management Science and Engineering, Political Science and Sociology. STS knowledge and sensibilities help students become active agents in a tech-driven world and independent thinkers who can reimagine how we innovate and address societal challenges.

Brief Position Summary

The Program in Science, Technology, and Society is seeking a Program Associate to provide operational and administrative support for the undergraduate program working under general supervision of the Administrative Director. The Program Associate should be highly motivated, enthusiastic, well-organized, and able to work independently as well as collaboratively within a team. This is an exciting and innovative opportunity to participate in initiatives to support the general administration, faculty and students in the program.

The position requires a motivated person with a positive attitude and a passion for customer service and supporting others to manage a wide variety of tasks in a fast-paced academic environment with frequently shifting priorities. Responsibilities include financial processing; assisting with logistics and planning for all STS meetings, events and lectures; coordinating travel / itineraries for visiting speakers and guests; course and room scheduling; maintaining website and monthly newsletter; providing general office support, including office supplies and equipment purchases.

This is a 100% FTE, continuing, non-exempt position.

Preferred Qualifications

• The ideal candidate is a friendly, proactive and dependable self-starter with strong interpersonal and communication skills.
• This is a busy position at times requiring a high level of professionalism, productivity, accuracy, organization, multi-tasking, independence, sound judgment, and decision-making.
• Familiarity with financial transaction processing (PCard/TCard, reimbursements, purchase requisitions) desirable but not required.
• Familiarity with coordinating events, conferences, or seminars, and connecting with local vendors desirable.

Core Duties

• Respond to inquiries, and determine and take appropriate actionas required. Serve as a resource regarding a defined set of policies andprocedures.
• Perform duties associated with scheduling, organizing, andoperating conferences, seminars, and events, including recommendingvendors for services, overseeing the production and distribution ofmaterials, coordinating logistics, and serving as liaison with internaland external vendors.
• Draft and/or generate routine communications; coordinateproduction (formatting, copying, etc.) and dissemination of documents,such as presentations, course handouts, grant proposals, conference andseminar materials, reports, brochures, and displays.
• Plan and schedule calendar(s) based on consultation, resolvecalendaring conflicts, and arrange travel in compliance with unit,university, and sponsor policies.
• Process and monitor routine financial transactions, which mayinclude 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, healthand safety, and other facility concerns within the unit(s); report anyincidents 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. timecards, I9s, and/or faculty affairs support.
• May guide and train student and/or contingent workers includingscheduling, assigning, and prioritizing workloads, setting appropriate deadlines, and reviewing work for quality and timeliness.

Minimum Education andExperience

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

Knowledge, Skills and Abilities

• Proficient computer skills and demonstrated experience withoffice software and email applications.
• Demonstrated success in following through and completing routinetasks.
• 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.