Note: Not all unique aspects of the job are covered by this job description
The Freeman Spogli Institute for International Studies (FSI) is the university's premier research institute for the study of international affairs. Its 13 centers and programs are a hub for Stanford scholars who want to work across disciplines on research that has international impact. Our topics include governance, security, global health, energy and international development. Our work provides context for decision-making from Washington to Geneva, Beijing and beyond.
FSI seeks a Program Coordinator to support the Ford Dorsey Program in International Policy Studies (IPS). IPS is a two-year, graduate-level program that grants the Master of Arts degree. Students are broadly trained in both analytical and policy skills as well as on the substantive issues facing the world today.
The Program Coordinator will be an integral and key staff member of IPS and FSI. S/he will actively support the admissions and application process and will provide operational support with program management, outreach, communications, event planning and general office management.
The Program Coordinator will also work approximately 4 hours per week with FSI's Deputy Director, providing general administrative and calendaring support. This is a fun and interactive role working with faculty, students, prospective students, alumni and other visitors.
The Program Coordinator will report to the IPS Academic and Student Services Officer.
Provide administrative or operational support with limited supervision. May be responsible for leading other administrative staff or subordinates.
Act on behalf of the supervisor, department manager, or chair in establishing priorities and identifying and resolving problems that are administrative in nature.
Act as point of contact for current and prospective IPS students; respond to inquiries about IPS academics.
Coordinate processing of approximately 200 or more IPS applications per year.
Oversee and/or perform duties associated with scheduling, organizing, and operating complex conferences, seminars, and events, including arranging with vendors for services, overseeing the production and distribution of materials, administering logistics, and managing event within budget.
o Responsible for organizing and planning major IPS events with other IPS staff such as Orientation, Quarterly Receptions and parties, Practicum Presentations, Admit Day, Commencement, and other occasional speaker events.
Adhere to budget limits on all events.
Provide calendaring and administrative support to FSI Deputy Director.
Compose and draft documents and correspondence for presentations, course handouts, grants, conferences, seminars, and reports; perform substantial 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.
Create and monitor IPS course information as needed to comply with University, School and Department Guidelines; Update Stanford Bulletin and Time Schedule on IPS degree requirements and courses.
Provide support with IPS course and room scheduling, book orders and guidance on academic policy; Webmaster for IPS website and manage regular updates.
Prepare and issue notification letters via email to applicants on behalf of IPS. Respond to all admitted and denied student inquiries regarding program in coordination with other IPS staff.
Plan and schedule calendar(s) with limited consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
Create complex reports and spreadsheets which may utilize specialized software and systems.
Oversee and/or process a variety of complex financial transactions; produce, monitor, and reconcile budget statements; research, identify, and resolve discrepancies. May assist with capital or special equipment requests and/or vendor selection.
o Process fellowship and assistantship entries in Graduate Financial System (GFS) for IPS Master's program.
Serve as verifier for IPS P-card transactions; responsible for meeting event planning budget limits; process travel and reimbursement requests; maintain and order office supplies.
Coordinate and monitor routine maintenance services completion. Plan and coordinate office moves and/or minor renovation projects.
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.
Guide work for students hired to assist with event planning and preparation.
* - Other duties may also be assigned
For consideration please submit resume and cover letter. Final candidates must complete background check.
Located between San Francisco and San Jose in the heart of Silicon Valley, Stanford University is recognized as one of the world's leading research and teaching institutions. Leland and Jane Stanford founded the University to "promote the public welfare by exercising an influence on behalf of humanity and civilization." Stanford opened its doors in 1891, and more than a century later, it remains d...edicated to finding solutions to the great challenges of the day and to preparing students for leadership in a complex world. The University's thriving diverse community is comprised of nearly 7000 undergraduate students, 9000 graduate students, 2000 faculty members, 1900 postdoctoral scholars, and over 11,000 academic and administrative staff in seven schools including several interdisciplinary research centers and institutes. The campus spreads over 8000 contiguous acres and nearly all undergraduates live on campus. Stanford offers bachelor's and master's degrees in addition to doctoral degrees (PhD, MD, DMA and JD) plus a number of professional and continuing education programs and certifications. More at http://facts.stanford.edu and http://www.stanford.edu.
Stanford University is an equal opportunity employer and is committed to increasing the diversity of its faculty. It welcomes nominations of and applications from women, members of minority groups, protected veterans and individuals with disabilities, as well as from others who would bring additional dimensions to the university’s research, teaching and clinical missions.