Program Administrator

Location
Stanford
Posted
Jul 06, 2018
Administrative Jobs
Technology, Analysts & Programming
Institution Type
Four-Year Institution


Program Administrator

Stanford University

Job Number:
79634

Admin Assoc 3 (4103, Level F, Non-exempt)
Program and Finance Administrator
Full-time
One year fixed term

Overview
The Vice Presidency for the Arts at Stanford University was established in February 2017 to elevate the arts in the University's priorities and lead strategic planning for the University's arts goals. Stanford's non-departmental arts programs fall under the auspices of the Vice President for the Arts (VPA), including Stanford Live and Bing Concert Hall, Anderson Collection at Stanford University, Cantor Arts Center, and the Institute for Diversity in the Arts. The Office of the Vice President for the Arts also manages campus-wide arts opportunities, strategic partnerships, arts grant opportunities, and student support.

In 2014, the Anderson Collection at Stanford University, designed by Ennead Architects, opened next to the Cantor Arts Center. The Anderson Collection, one of the world's most outstanding private assemblies of modern and contemporary American art, was a gift from Harry W. and Mary Margaret Anderson and Mary Patricia Anderson Pence, the Bay Area family who built the collection over 50 years. The collection has grown to include additional artworks from other donors. Each work is exemplary of its movement, including Bay Area Figuration, Abstract Expressionism, and Light and Space Minimalism. The museum features temporary exhibitions as well as rotations of the permanent collection, and is a place of creative engagement, community programming, and active learning that explores the connections between art and life.

Job Purpose
The Administrative Associate reports to the Director of Programs and works closely with Anderson Collection staff. This position is to provide financial, logistical and operational support with limited supervision for both VPA Programs and finance-related administrative support for the Anderson Collection staff. May be responsible for leading other administrative staff or subordinates.

Core Duties
  • Act on behalf of the supervisor, department manager, or chair in regards 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 programs, conferences, workshops, and events, including working with artists and speakers, arranging with vendors for services, overseeing the production and distribution of materials, administering logistics, coordinating travel, and managing the event within budget.
  • Compose and draft documents and correspondence for presentations, courses, grants, conferences, seminars, and reports. Create, maintain, modify, and/or ensure accuracy of content in various unit documents, displays, reports, brochures, social media, and/or websites.
  • Create complex reports and spreadsheets which may utilize specialized software and systems.
  • Oversee and/or process a variety of routine and complex financial transactions, such as process reimbursements, verify credit card transactions; produce, monitor, and reconcile budget statements; research, identify, and resolve discrepancies. Count and deposit anonymous cash donations.
  • Assist with capital or special equipment requests and/or vendor selection when needed.
  • Track and process merchandise sales, including run and check credit card transactions and deposit cash.
  • Order supplies, submit requisitions and purchase orders, and prepare and pay invoices.
  • May lead staff or supervise day-to-day work of student and/or temporary workers, including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, reviewing work for quality and timeliness, and providing performance review input.
  • Other duties as assigned. Not all unique aspects of the job are covered by this job description.

Minimum Education
High school diploma and four years of administrative experience, or combination of education and relevant experience. Bachelor's degree preferred.

Minimum Knowledge, Skills, and Abilities Required
  • Advanced computer skills and demonstrated experience with office software and email applications.
  • Demonstrated success in following through and completing projects.
  • Excellent organizational skills and attention to detail.
  • Excellent Strong verbal and written communication skills.
  • Excellent customer service and interpersonal skills and be able to work effectively with diverse people in an open office atmosphere.
  • Ability to prioritize, multi-task, and assign work to others. Strong planning and organizational skills required. Ability to manage multiple priorities.
  • Ability to take initiative and ownership of projects.
  • Ability to routinely and independently exercise sound judgement in making decisions.
  • Experience coordinating programs and working with artists preferred.
  • Ability to conduct effective library, internet, and other research.

Certificates and Licenses Required
None

Physical Requirements*
  • Frequently stand/walk, sit, use a computer; use a telephone, grasp lightly/fine manipulation.
  • Occasionally reach/work above shoulders, twist/bend/stoop/squat, grasp forcefully, lift/carry/push/pull objects that weigh up to 10 pounds, write by hand, sort/file paperwork.
  • Rarely kneel/crawl, operate foot and/or hand controls.
* - 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 the job.

Working Conditions
  • Travel on campus to schools/units.

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/.

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.

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 the job.


Job:

Location: Arts, California, United States
Schedule:
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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