Academic Programs Coordinator (Hybrid Opportunity)

Academic Programs Coordinator (Hybrid Opportunity)

The School of Humanities and Sciences (H&S) is the foundation of a liberal arts education at Stanford. The school encompasses 24 departments and 24 interdisciplinary programs. H&S is home to fundamental and applied research, where free, open, and critical inquiry is pursued across disciplines. As the university’s largest school, H&S serves as the foundation of a Stanford undergraduate education no matter which discipline students pursue as a major. Graduate students work alongside world-renowned faculty to pursue and shape foundational research that leads to breakthroughs and discoveries that shed new light on the past, influence the present, and shape the future. Together, faculty and students in H&S engage in inspirational teaching, learning, and research every day.

Department/Program Description:

The Center for Comparative Studies in Race & Ethnicity (CCSRE) is Stanford’s hub for teaching and research on race and ethnicity. CCSRE is a community composed of faculty, students, alumni and staff, dedicated to the academic study of race and ethnicity. CCSRE promotes the interdisciplinary and comparative understanding of race and ethnicity in the United States and transnationally through innovative research and teaching. CCSRE includes approximately 90 undergraduate majors and minors and 140 affiliated faculty. CCSRE houses the Undergraduate Programs in Comparative Studies in Race & Ethnicity (CSRE), Asian American Studies (AAS), Chicana/o-Latina/o Studies, Jewish Studies, and Native American Studies (NAS); a PhD Minor in CSRE; and a Research Institute. In partnership with the Office of the Vice Provost for Faculty Development and Diversity, CCSRE also houses the Faculty Development Initiative (FDI). Across its courses, programs, and events, CCSRE supports students and faculty in the study of how race and ethnicity systemically shape our institutions, environments, communities, and identities. CCSRE students and scholars approach questions of difference, inequality, and inclusion from dynamic interdisciplinary, comparative, and multiracial/multiethnic perspectives.

Position Summary: 

The Center for Comparative Studies in Race and Ethnicity is seeking an Academic Programs Coordinator. The Academic Programs Coordinator will work under general supervision of the Executive Director and must possess and demonstrate a positive outlook on continuous process improvement efforts while maintaining a team-based and customer-focused mindset. It is critical that this position exhibit the abilities to practice sound judgment and decision-making, effective written and oral communication, strong attention to detail, and respectful relationship management. This position must also exhibit a strong desire to continuously learn new and unfamiliar business topics, policies and procedures as they relate to providing administrative and operational support for the CCSRE academic programs team – the ability to translate this information into operational successes will be critical.

In this role, you will:

·        Work with the Academic Programs team to plan, coordinate, and execute events serving the Academic Programs. 

·        Perform duties associated with scheduling, organizing, and operating conferences, seminars, and other events, including the following: recommending vendors for services, overseeing the production and distribution of materials, coordinating logistics, providing on-site support, and serving as liaison with internal and external vendors.

·        Process and monitor routine financial transactions for Academic Programs and related events, which may include researching and resolving discrepancies.

·        Manage student application processes for Academic Programs, including fellowships, honors programs, special classes, and student worker positions.

·        Promote the undergraduate major and minor, the PhD Minor, and featured courses and events. Work with the Academic Programs team to design, order, and distribute recruitment and retention materials.

·        Assist with managing the undergraduate newsletter and listservs. Draft and/or generate routine communications.

·        Update and maintain pertinent components of the CCSRE website. 

·        Coordinate production and dissemination of documents serving the Academic Programs, such as presentations, course handouts, grant proposals, conference and seminar materials, complex reports, brochures, and displays.

·        Support Student Services Specialist in managing course logistics and listings, coordinating logistics for CCSRE Commencement ceremony, and providing forms and answering questions for students and teaching staff.

·        Assist with the collection of data for Academic Programs and prepare reports as necessary for ADs, faculty leadership, and university committees.

·        Respond to CCSRE inquiries and determine and take appropriate action as required. Serve as a resource to students and teaching staff.

·        Plan and schedule calendar(s) based on consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.

·        Assist the Administrative Director with human resources and facilities support as needed. 

·        Assist with on-site logistics for all-hands CCSRE events. Participate in staff-wide planning and reporting.

·        Provide general assistance to the Faculty Director of Academic Programs and Executive Director as necessary.

This is a 100% FTE, 1-year fixed term non-exempt position with the possibility of renewal. This position will be based on the Stanford campus and will be considered for an option of telecommuting one day each week, subject to operational need.

If you believe that this opportunity is a match for your knowledge, skills and abilities, we encourage you to apply. Thank you for considering employment opportunities with the School of Humanities and Sciences.

CORE DUTIES:

·        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.

·        Plan and schedule calendar(s) based on consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.

·        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.

·        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.

·        Maintain approved content on websites.

·        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.