Program Coordinator, Center for South Asia

Location
Stanford
Posted
Mar 02, 2018
Institution Type
Four-Year Institution


Program Coordinator, Center for South Asia

Stanford University

Job Number:
78111

Note: Not all unique aspects of the job are covered by this job description

Program Coordinator, Center for South Asia

The Center for South Asia is Stanford University's hub for the multidisciplinary study of the large geographical region encompassing India, Pakistan, Bangladesh, Nepal, Bhutan, Burma, and Sri Lanka as well as its diasporas. The objectives of the Center include: expanding the area studies curriculum and the overall profile of the Center; supporting undergraduate and graduate student activities; hosting renowned area specialists for guest teaching, public lectures, conferences, and cultural events; and supporting community outreach activities.


Description


Note: Not all unique aspects of the job are covered by this job description


JOB PURPOSE:

The Program Coordinator (1) is central in carrying out the Center's core objectives by managing all logistics associated with Center events (seminars, lecture series, film series, conferences, workshops, outreach events, graduation, and receptions), including the arrangement of appropriate facilities, furniture, AV and tech support. (2) S/he communicates in a professional manner with Center guests, supervising the logistics of travel and lodging arrangements, business meals, and securing reimbursements and payments. (3) The Coordinator is responsible for implementing the Center's communication strategy and is responsible for Center print and online publications, including: event and course posters, conference programs, brochures, newsletters, website postings, email newsletters, as well as social networking presence. (5) The Coordinator performs basic graphic design and layout in developing these publications. (6) The Coordinator also processes financial transaction, and provides administrative support for special projects such as postdoctoral fellowships, internships, student grants, and visiting scholar appointments.


The Program Coordinator will complete the work assignments with minimal supervision, and have the ability to prioritize, organize, and complete tasks effectively and in a timely manner. The role requires flexibility, accountability, enthusiasm, and strong problem-solving skills. Occasional evening and weekend hours will be required.


CORE DUTIES*:
  • Perform duties associated with scheduling, organizing, and operating conferences, seminars, and events, including recommending vendors for services, overseeing the production and distribution of materials, coordinating logistics, and serving as liaison with internal and external vendors.
  • Perform basic graphic design with limited scope/complexity. Develop a variety of communication pieces including advertising, our center's publications, fliers, and websites.
  • Draft and/or generate routine communications; coordinate production (formatting, copying, etc.) and dissemination of documents, such as presentations, course handouts, grant proposals, conference and seminar materials, complex reports, brochures, displays, and website news.
  • Respond to inquiries, and determine and take appropriate action as required.
  • Serve as a resource regarding a defined set of policies and procedures.
  • Plan and schedule calendar(s) based on consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
  • Process and monitor routine financial transactions, which may include 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, health and safety, and other facility concerns within the unit(s); report any incidents 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. time cards, I9s, and/or faculty affairs support.
  • May guide and train student and/or contingent workers including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, and reviewing work for quality and timeliness.
  • Prepare and deliver visa and other documents required for inviting international visitors (eg. DS 2019, ITIN) in accordance with University and federal policies.
  • Maintain office records and equipment.
    * 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.

    Four-year college degree or equivalent preferred. 2+ years of event management experience in an academic setting preferred.


    Knowledge, Skills and Abilities:
  • Proficient computer skills and demonstrated experience with office software and email applications. Demonstrated experience with web design software (such as Drupal), social media platforms (such as Twitter, Facebook, YouTube), and mass mailing software (such as MailChimp) is preferred.
  • Experience with Adobe Creative Suite, particularly InDesign, Photoshop and Illustrator, preferred.
  • Demonstrated ability and enthusiasm to take ownership of projects and complete responsibilities in a timely, prioritized manner and with limited supervision.
  • Strong writing, communication and organizational skills. Excellent attention to detail, sound judgment, strong problem-solving and multi-tasking skills for responding to unique challenges posed by organizing complex events.
  • Excellent customer service and interpersonal skills.
  • Ability to work occasional evening and weekend hours. Demonstrated experience in communicating with different audiences (such as faculty, staff, students, the general public) is preferred.


    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.


    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, http://adminguide.stanford.edu.


    Final offers of employment are contingent upon successful completion of national criminal background check, national sex offender registry search and, where applicable, driving record.
    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.


    To apply: please upload a detailed letter outlining your interest in the position and a recent resume.

    Final offers of employment are contingent upon successful completion of national criminal background check, national sex offender registry search and, where applicable, driving record.

    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: School of Humanities and Sciences
    Schedule: Full-time
    Classification Level:

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

    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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