Program Administrator

Aug 29, 2017
Institution Type
Four-Year Institution

Stanford University

Program Administrator

Job Number:

Program Administrator, AA3, 100% FTE, Non-exempt, 3-year fixed-term

School of Engineering, Mechanical Engineering Department, Design Group

Stanford University's Mechanical Engineering Design Group seeks a professional, highly organized and energetic administrator who thrives on managing multiple simultaneous projects in a friendly, fast-paced environment while interacting with a variety of creative people. The Program Administrator supports the Design Group faculty, students and staff in their teaching, research and administrative work. The successful candidate will be a highly motivated person who handles everyday complex business needs and unexpected challenges with effectiveness and grace.


Website: Job Purpose Provide administrative support to the Mechanical Engineering Design Group with limited supervision.

Faculty, Academic Staff & Student Support
Support the teaching, research and other University activities of several Design Group faculty and their students in a friendly, fast-paced environment: order supplies and equipment; process expense reimbursements; manage appointments (RA, Visiting Scholar, Visiting Student Researcher, and Academic Staff); manage meetings and events (course presentations, receptions, workshops, etc.); manage travel card and multiple purchasing cards; facilitate visits; compose, edit and send correspondence. Support research projects in partnership with Engineering Research Administration.

Affiliate Program Support
Support project courses taught as part of the Design Group's Industry Affiliate Program for Teaching Design Thinking: communicate with corporate partners, manage budgets, assist students, prepare invoices, deposit payments.

Financial Management
Provide financial reports and recommendations for gift, unrestricted and affiliates funds. Request new PTAs and Fund Transfers, prepare iJournals.

Group Administration

Schedule room use. Create and deliver events. Support Design Group Manager as requested.

Core Duties*
  • Act on behalf of faculty or manager in regard to establishing priorities and identifying and resolving problems 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 production and distribution of materials, administering logistics, and managing event within budget.
  • Compose and draft documents and correspondence for presentations, course handouts, grants, conferences, seminars, and reports; perform substantial editing and fact checking. Create, maintain, modify, and/or ensure accuracy of content in various unit documents, displays, reports, brochures, social media, and/or websites.
  • Plan and schedule calendar(s) with limited consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
  • Create complex reports and spreadsheets which may utilize specialized software and systems.
  • Oversee and/or process a variety of complex financial transactions; produce, monitor, and reconcile budget statements; research, identify, and resolve discrepancies. May assist with capital or special equipment requests and/or vendor selection.
  • Coordinate and monitor routine maintenance services completion. Plan and coordinate office moves and/or minor renovation projects. * Other duties may also be assigned Minimum Requirements:

    Education & Experience:

    Required: High school diploma and four years of administrative experience, or combination of education and relevant experience.

    Preferred: Two-year college degree or equivalent plus four years related administrative experience, or an equivalent combination of education and experience.

    Knowledge, Skills and Abilities:
  • Advanced computer skills and demonstrated experience with office software and email applications: Microsoft Office, calendaring, databases (i.e. FileMaker Pro).
  • Demonstrated success in following through and completing projects, efficiently prioritizing a variety of simultaneous projects and maintaining appropriate momentum to meet or beat deadlines.
  • Ability to work well as a team member, independently, with direction, and self-directed.
  • Ability to thrive in a dynamic and creative environment, and maintain good humor and flexibility amid frequent interruptions, constantly shifting priorities and changing plans.
  • Willingness to take on a wide variety of work.
  • Excellent organizational skills, problem-solving, and attention to detail.
  • Excellent spoken and written English.
  • Excellent customer service and interpersonal skills.
  • Ability to take initiative and ownership of projects.
  • Ability to routinely and independently exercise sound judgment in making decisions. Certifications and Licenses: None Physical Requirements*:
  • Constantly perform desk-based computer tasks.
  • Frequently sitting.
  • Occasionally stand/walk, reach/work above shoulders, grasp lightly/fine manipulation, grasp forcefully, use a telephone, sort/file paperwork or parts, lift/carry/push/pull objects that weigh up to 10 pounds.
  • Rarely twist/bend/stoop/squat, kneel/crawl. * Consistent with its obligations under the law, the University will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of his or her job.

    Working Conditions: Open-landscape office environment.

    Work Standards:
  • Excellent interpersonal skills: Demonstrates the ability to work well with a diverse community of Stanford colleagues and clients and with external organizations. Ability to establish and maintin the interpersonal connections necessary for a pleasant and thriving workplace.
  • 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,

    Applicants are required to upload a cover letter and resume
    to be considered for this opening.

    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.

    Supporting that mission is a staff of more than 10,000 which is rooted in a culture of excellence and values innovation, collaboration, and life-long learning. To foster the talents and aspirations of our staff, Stanford offers career development programs, competitive pay that reflects market trends and benefits that increase financial stability to promote healthy and fulfilling lives. An award-winning employer, Stanford offers an exceptional setting for professionals looking to advance their careers.

    Stanford is an equal employment opportunity and affirmative action employer and is committed to recruiting and hiring without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.

    Thank you for your interest!

    Job: Administration

    Location: School of Engineering
    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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