Program Administrator Academic Research Staff

Job description

Program Administrator Academic Research Staff

Stanford University

Job Number:

Stanford University is an employer of choice in the Silicon Valley, sitting next to, and interacting with, the world's pre-eminent high tech companies. We offer a variety of benefits beyond traditional vacation, medical, dental, retirement and savings options:

  • Year round art museums, musicals, plays and lectures

  • Over 100 annual University division I athletic events

  • Complete physical fitness and wellness programs, onsite recreation, equipment rentals and exercise classes

  • Events and programs for children, sports camps, tuition options

  • World class intellectual stimulation through learning and development classes, workshops and onsite conferences from leading edge speakers and faculty

  • Work/life and family friendly policies and reimbursement

  • Participation in Stanford's social responsibility and sustainable programs for a better world

This is a culture where you can make a difference working alongside some of the brightest and advanced thinkers in the world. Join the Stanford School of Medicine Human Resources Group in leading and changing medicine as we know it today.

The Program Administrator will provide advanced, complex, and diversified administrative and operational support to the Deputy Director of Human Resources and Academic Staff Research programs. This is a dynamic work environment with minimal supervision requiring the qualified candidate to be highly organized, extremely detail oriented, and able to multi-task with ease. The Program Administrator will proactively solve problems and independently handle program issues that arise. Regardless of assignment, demonstrated strong business judgment, professional etiquette, and exceptional analytical and problem-solving skills are expected.

Duties include:

  • Work collaboratively with SoM departments and the Dean of Research to assure policy and process compliance in the Academic Staff Research (AS-R) program

  • Act as the subject matter expert and initial point of contact for the School of Medicine around AS-R appointments, reappointments, promotions, employment updates, and other actions

  • Resolve AS-R program issues and manage administrative and operational functions of the program including; salary setting, visa approvals, reporting, and system and electronic databases

  • Create School of Medicine course descriptions within the University training system. Monitor enrollment and enter completion data. Prepare tracking materials and supply metrics as needed

  • Plan and schedule calendar for Deputy Director of Human Resources; prioritize requests from a variety of stakeholders, resolve conflicts

  • Manage vendor services, create and distribute training materials, and administer logistics for a variety of conferences, seminars and training programs

  • Compose and draft documents and correspondence for school-wide presentation, course handouts, conferences, seminars, and reports; perform substantial research 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.

  • Creates and manages data in PeopleSoft, FASA and other data management systems

This position will be located in Redwood City beginning June, 2019.

* - Other duties may also be assigned


Experience with Stanford systems

Experience with Stanford's appointment process for Academic Staff Research, faculty, postdoc


High school diploma and six years of administrative experience, or combination of education and relevant experience.


  • Advanced computer skills and demonstrated experience with office software and email applications.

  • Proven success in following through and completing projects.

  • Excellent organizational skills and attention to detail.

  • Excellent verbal and written communication skills.

  • Excellent customer service and interpersonal skills.

  • Ability to prioritize, multi-task, and assign work to others.

  • Ability to take initiative and ownership of projects.

  • Ability to routinely and independently exercise sound judgment in making decisions.


  • 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.


  • 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,


Location: School of Medicine: Porter Drive, 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: 4/18/2019
Application Due: 6/18/2019
Work Type: