Program Coordinator

Jun 08, 2017
Institution Type
Four-Year Institution

Stanford University

Program Coordinator

Job Number:

Summary of Position:

The Program Coordinator provides administrative and operational support under general supervision in the Office of Undergraduate Advising and Research (UAR). Reporting to the Associate Dean for New and Continuing Student Programs in UAR, this position provides general administrative and event support to the programs overseen by the New and Continuing Student Programs Team, which is responsible for the onboarding and transition of new undergraduate students to Stanford, as well as class programs and communications. The Program Coordinator also provides administrative support to UAR programs with other members of the UAR administrative team, and carries out general administrative duties as needed throughout the year.

Core Duties:

  • Perform duties associated with administrative operations for New Student Orientation (NSO), Approaching Stanford, and other programs in UAR, which may include: coordinating with campus partners, scheduling rooms/spaces, submitting requests for event services and facility needs, and ordering services and supplies from internal and external vendors
  • Provide event support for NSO events and other core UAR events such as the Frosh Winter Welcome
  • Process and monitor routine financial transactions such as reimbursements, PCard verifications, requisitions, work orders, iJournals, and supply orders; Track expenses, prepare and maintain reports, including researching and resolving discrepancies
  • Coordinate Approaching Stanford mailings, including contracting with mailing vendor, receiving content from campus partners, generating accurate lists of mailing addresses, tracking expenses, and managing schedules and deadlines
  • Respond to inquiries on general helplines (new student and parent/guardian) and provide UAR front desk coverage, take appropriate action as needed. Serve as a resource to new students and parents/guardians regarding a defined set of policies and procedures
  • Coordinate sales of Class Banners to students and alumni - contract with vendor, manage accurate inventory, communicate with students, parents, and alumni, manage publicity and schedule
  • Plan and schedule calendars based on consultation, resolve calendaring conflicts, and arrange travel
  • Maintain office supplies and equipment, communicate with vendors. Coordinate and disseminate routine communications, documents, and materials.
  • Maintain approved content on UAR websites.
  • Process student hiring paperwork and train student workers in appropriate financial transactions
  • Contribute to general office and program administration as needed
    * Other duties may also be assigned

    Minimum Requirements:

    Education & 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 MS Office Suite and email applications. For example, must be able to create Microsoft Excel reports that summarize and report results in an easy-to-read format. (Desirable: experience using Oracle financials and calendaring software.)
    • Demonstrated success in following through and completing routine tasks.
    • Experience with event logistics.
    • Strong organizational skills and attention to detail.
    • Strong verbal and written communications skills.
    • Excellent customer service and interpersonal skills - a team player.
    • Ability to prioritize and multi-task while maintaining a flexible attitude.
    • Ability to learn compliance with legal, financial and university policies and external regulations
    About the Office of the Vice Provost for Undergraduate Education (VPUE) and Undergraduate Advising and Research (UAR)

    The mission of the Office of the Vice Provost for Undergraduate Education (VPUE) is to partner with Stanford faculty, staff, and students to produce and educate knowledgeable, engaged citizens and creative, confident leaders for our future world. Undergraduate Advising and Research (UAR) is dedicated to introducing students to the full intellectual richness of undergraduate study at Stanford, supporting a diverse student population in their academic and intellectual pursuits, and instilling students with a deep sense of identity and community at Stanford.

    About Stanford University

    Stanford University, located between San Francisco and San Jose in the heart of California's Silicon Valley, is one of the world's leading teaching and research universities. Since its opening in 1891, Stanford has been dedicated to finding solutions to big challenges and to preparing students for leadership in a complex world.

    Physical Requirements:
    • Constantly perform desk-based computer tasks
    • Frequent sitting
    • Occasionally stand, walk, twist, reach/work above shoulders, grasp lightly/use fine manipulation, use a telephone, write by hand, sort and file paperwork or parts, lift/carry/push/pull objects that weigh up to 10 pounds
    • Rarely twist/bend/stoop/squat, kneel/crawl
    Working Conditions:
    • May require occasional evening or weekend work for events
    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 at
    How to Apply

    If you're ready to work for an organization that nurtures diversity, respect, professional development and a comfortable work-life fit, we invite you to explore this opportunity and apply online:

    • Click on Job Search
    • Enter 75157 in the Keyword Search field
    Equal Employment Opportunity Statement

    Stanford is an equal opportunity employer and all qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.

    Job: Administration

    Location: Vice Provost for Undergrad Education
    Schedule: Full-time
    Classification Level:

    To be considered for this position please visit our web site and apply on line at the following link:

    Stanford is an equal opportunity employer and all qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.

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