Reimagining Elections Project Manager
School of Engineering, Stanford, California, United States

Schedule: Full-time
Job Code: 4121
Employee Status: Fixed-Term
Grade: H
Requisition ID: 93439

The School of Engineering

Stanford Engineering has been at the forefront of innovation for nearly a century, creating pivotal technologies that have transformed the worlds of information technology, communications, health care, energy, business and beyond. Our faculty and students are creative risk-takers who pursue excellence across a breadth of disciplines. Our alumni include some of the world's most successful leaders in technology and business. Our staff are critical to enabling Stanford Engineering to accomplish its mission: seeking solutions to some of the world's most urgent challenges and educating leaders who will make the world a better place through the power of engineering principles, techniques and systems.

The d.school at Stanford:

At the Stanford d.school, students and faculty from across the University come together to work together to solve problems in a human-centered and creative way. A strategic initiative of the School of Engineering, the d.school is an exceptional innovation and collaboration space at Stanford and is a thought leader and a pioneering model for design and innovation programs across the world.



Reimagining Elections Project at the d.school.

The Reimagining Elections Project aims to apply a human centered design approach to help election administrators, within local election offices, improve their ability to face the range of unprecedented challenges in the United State's upcoming elections. Election administrators operate in a unique space - with limited staff and budgets, they need to translate complex legal requirements into operational procedures in a hyper local context, need to navigate public health requirements during global pandemics, administer efficient and accessible elections for voters, all while facing increasing public scrutiny. The d.school team, working closely with a set of anchor nonprofit partners, and a range of local election offices, will develop a comprehensive framework, and a set of resources and tools to help election administrators increase their capacity to effectively run accessible elections across the United States.

To be considered for this role, please submit your resume and cover letter along with your online application.

The d.school is committed to welcoming and supporting a diverse community of learners, teachers, and doers. As such, people with personal or professional experience as part of communities of color and underrepresented groups are especially encouraged to apply.

The Reimagining Elections Program Manager will play a key role in the following areas:

Organization and Operations:

• Implement process for streamlining and coordinating project's workflow
• Oversee all Program purchasing transactions, including verifying purchase card transactions and travel card expenses for the team. Process an array of financial transactions, ensuring work complies with complex internal policies and external regulations which may require interpretation. Keep track of and process revenue collected from multiple sources, in the form of credit card payments and bank transfers, in collaboration with the d.school Finance team.
• Review accounting transactions and documents for completeness, accuracy, and compliance; and resolve accounting issues by identifying data anomalies, deviations from established procedures, and unusual issues. Run, review, analyze and share financial reports.
  • Serve as liaison between the project team and Stanford's Office of Sponsored Research (OSR), including obtaining and interpreting expense reports and budget commitments to properly track spending and develop accurate budget projections to utilize funds in an allowable and timely manner.
  • Oversee process for posting, reviewing applications, and short-listing candidates for student workers and fellows
  • Help identify project contractors
  • Coordinate relationships and logistics with project contractors - arrange meetings, facilitate their contract processing, and coordinate their payment.
  • Set and manage the calendar for all programs.
  • Plan and prepare all logistics for Project events, both at Stanford and off-site. This includes reserving spaces at Stanford, ordering food (including separate accommodations for those with dietary restrictions), securing janitorial services, purchasing supplies, printing materials, negotiating hotel and bus contracts. Serve as an on-site point-of-contact for attendees.

Team Mindset:

• Participate as a member of the Reimagining Elections Project by taking part in weekly team meetings and proactively communicating and collaborating with team members. Our program is always changing and we constantly try new things. Bring flexibility and a willingness to go on that journey with us and contribute to emerging work that needs to be done.
• Participate in d.school weekly meetings and other “full team” events as they arise, including d.school launch and landing days)

Relationship Building and Management:

• Participate in meetings with project's core anchor-partners

Writing:

• Help draft project's interim and final reports
• Help create and maintain the project website. Edit, track and manage Project webpage with timely edits and updates. Work with the d.school communications manager.

Support Research Efforts:

• Arrange fieldwork interviews: contact potential partners, describe project objectives, and arrange appointments with interviewees. Reach out to the public to secure interviewee subjects.
• Be a friendly first point-of-contact for members of the public, answering questions via e-mail and by phone.

Additional responsibilities:

• Engage in design research - participate in interviews and synthesis
• Participate in prototype development and testing
• Engage in writing summaries of project findings

This is a Fixed -Term postion through December 2023.

CORE DUTIES

• Independently implement, administer and evaluate day-to-day activities of the unit, function or program by identifying and executing tasks and objectives, making recommendations that impact policies and programs, and assigning resources to achieve the goals of the program.
• Collect and analyze data, create reports, review and explain trends; formulate and evaluate alternative solutions and/or recommendations to achieve the goals of the program or function.
• Analyze and interpret policies; develop, revise and implement procedures for program or function.
• Represent the program or function as the key contact and subject matter expert within the department, unit or school. Commit resources and provide information and/or training. May also represent the program or function to external/internal stakeholders and constituencies.
• Organize and/or participate in outreach activities that may include developing communications and training, planning/promoting events and/or conferences.
• May participate in development of budgets, monitor, and approve expenditures. May perform limited forecasting and provide recommendations that determine the budget.
• May direct staff to perform various tasks and assignments. May also supervise staff.

To be successful in this position, you will bring:

• Bachelor's degree and three years of relevant experience, or combination of education and relevant experience.
• Demonstrated experience with cloud-based applications, including Google Docs (including text, spreadsheets, slides, and forms) and Google Drive.
• Experience maintaining a project budget and ability to apply accounting skills and concepts using Stanford financial software.
• Strong organizational skills, keen attention to details, and demonstrated success in following through.
• Ability to run virtual events, such as workshops and webinars, using virtual meeting tools such as zoom.
• Strong verbal and written communication skills.
• Excellent customer service and interpersonal skills.
• A proactive attitude in identifying program needs and challenges, and a bias to action in resolving those challenges.
• The ability to prioritize and provide a self-directed approach to project management.

Education & Experience (Required)

• Bachelor's degree and three years of relevant experience, or combination of education and relevant experience.

Desired Qualifications

• Experience with Stanford Oracle Financial System a plus.
• Experience working in the social sector (non-profit, government, foundation), and passion for social impact work.
• Experience using Adobe Acrobat and InDesign. Experience building and editing SquareSpace websites.
• Capability with basic graphic design and layout (flyers, posters, handouts).
• Experience organizing and holding events (working with catering/vendors, creating welcoming atmosphere for attendees, working ‘behind the scenes' to keep events on track).

Knowledge, Skills, & Abilities (Required)

• Demonstrated ability to prioritize own work and multi-task.
• Demonstrated excellent organizational skills.
• Demonstrated ability to take initiative and ownership of projects.
• Ability to communicate effectively both orally and in writing.
• Ability to routinely and independently exercise sound judgment in making decisions.
• Demonstrated experience working independently and as part of a team.
• Relevant subject matter knowledge.
• Ability to direct the work of others, for jobs requiring supervision.

Why Stanford is for You

Imagine a world without search engines or social platforms. Consider lives saved through first-ever organ transplants and research to cure illnesses. Stanford University has revolutionized the way we live and enrich the world. Supporting this mission is our diverse and dedicated 17,000 staff. We seek talent driven to impact the future of our legacy. Our culture and unique perks empower you with:

• Freedom to grow. We offer career development programs, tuition reimbursement, or audit a course. Join a TedTalk, film screening, or listen to a renowned author or global leader speak.
• A caring culture. We provide superb retirement plans, generous time-off, and family care resources.
• A healthier you. Climb our rock wall, or choose from hundreds of health or fitness classes at our world-class exercise facilities. We also provide excellent health care benefits.
• Discovery and fun. Stroll through historic sculptures, trails, and museums.
• Enviable resources. Enjoy free commuter programs, ridesharing incentives, discounts and more!

Certifications and Licenses:

None

PHYSICAL REQUIREMENTS*:

• Constantly perform desk-based computer tasks.
• Frequently stand/walk, sitting, grasp lightly/fine manipulation.
• Occasionally use a telephone.
• Rarely lift/carry/push/pull objects that weigh 11-20 pounds.

WORKING CONDITIONS:

None

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.
  

How to Apply

We invite you to apply for this position by clicking on the “Apply for Job” button. To be considered, please submit a cover letter and resume along with your online application. Your one-page cover letter should briefly describe your background in customer service and provide examples of your experience with attention to detail, responsiveness, and decision-making.

The job duties listed are typical examples of work performed by positions in this job classification and are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks, and responsibilities. Specific duties and responsibilities may vary depending on department or program needs without changing the general nature and scope of the job or level of responsibility. Employees may also perform other duties as assigned.

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.

Stanford is an equal employment opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law.


To be considered for this position please visit our web site and apply on line at the following link: https://apptrkr.com/3054747

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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