Program Coordinator

Job description

Program Coordinator

Stanford University

Job Number:

Job Code: 4102 Grade: E Exemption: Non-exempt2 year Fixed Term
The Abbasi Program in Islamic Studies is the central forum for the study of Islam and Muslim societies at Stanford University. We support research on Islam and Muslim societies across the globe, coordinate coursework across disciplines, and aim to deepen public understanding of Islam through events, digital media initiatives, and K-12 outreach. The program organizes multi-day academic conferences and workshops in various disciplines and areas of study, high-profile public events with scholars, artists, and practitioners, and provides support to Stanford faculty and students.

Please submit a cover letter and resume with your application.

Note: Not all unique aspects of the job are covered by this job description
We are seeking a Program Coordinator who will be responsible for coordinating academic programming, delivering high quality Stanford events, engaging audiences through outreach and publicity, and supporting the administrative functions of the Abbasi program. The program coordinator manages and coordinates all logistical support for events, conferences, seminars, workshops and other academic activities, including facilities and AV arrangements, speaker/visitor travel arrangements, arranging catering and vendor services, processing financial transactions, creating publicity and marketing material for event outreach, on-the-day event management, photography, and post-event documentation and review. The program coordinator maintains and updates the Abbasi program website, social media presence and maintains programmatic databases and records on affiliates, events, audiences. The position is an exciting opportunity to work in a diverse academic setting with a wide array of the program's key stakeholders and audiences, including Stanford faculty, students, and campus partners. The ideal candidate is creative and highly organized with excellent time management skills and strong attention to detail. A high level of professionalism and customer service is essential in this position. Experience with online/social media marketing and design skills is desirable.

  • Respond to inquiries, and determine and take appropriate action as required. Serve as a resource regarding a defined set of policies and procedures.
  • 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.
  • 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, and displays.
  • 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.
  • Draft, edit, and schedule marketing communications for a variety of channels (i.e. social media, web, print, email, online) and track marketing effectiveness.
  • Maintain approved content on websites.
  • Plan and schedule calendar(s) based on consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
  • 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.
  • 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. * - Other duties may also be assigned
    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 office software and email applications.
  • Demonstrated success in following through and completing routine tasks.
  • 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. 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 the job.
  • 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,

    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.


    Location: School of Humanities and Sciences, California, United States
    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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    Job No:
    Posted: 7/6/2018
    Application Due: 8/27/2018
    Work Type: