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Administration
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90578 Requisition #

This position is a two-year (2) fixed-term appointment, which is renewable based on programmatic need and funding.

 

SCHOOL/UNIT DESCRIPTION:

The Stanford Institute for Human-Centered Artificial Intelligence (HAI) is a newly formed and rapidly growing institute within the Dean of Research. As an independent research institute, HAI’s mission is to advance AI research, education, policy, and practice to improve the human condition. What’s unique about HAI is that it balances diverse expertise and integration of AI across human-centered systems and applications in a setting that could only be offered by Stanford University. In realizing our mission, our staff are critical to supporting our organization’s goals and enabling Stanford faculty and students to accomplish its mission conducting cutting-edge research with the objective of formulating innovative solutions to global challenges. Together we’re helping build the future of AI.

 

Our Vice Provost/Dean of Research (VPDoR) Diversity Journey:

  • We create a hub of innovation through the power of diversity of disciplines and people.
  • We provide equitable access and opportunity to all members of the community in order to do their best work, regardless of race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law.
  • We listen to and value all colleagues who bring diverse perspectives to the advancement and development of a respectful community.
  • We promote a culture of belonging, equity, and safety.
  • We embed these values in excellence of education, research, and operation.

 

POSITION SUMMARY:

The Education Program Coordinator will administer and implement complex day-to-day administrative and operations-related functions for the Stanford Institute for Human-Centered Artificial Intelligence (HAI) Education portfolio, and serve as the primary external-facing colaborate with key HAI Education partners, including high-impact audiences in government, civil society, academia, and the corporate sectors, as well as professional, K-12, and university audiences, internal and external to Stanford.

 

Under general supervision, and in close collaboration with the Director of Education and Education Program Manager, the Coordinator provides complex administrative and operational leadership to ensure the administrative and operational success of HAI Education programs. The Coordinator serves as the primary and highly visible public interface for multiple external audiences, with particular emphasis on high-level and executive audiences throughout the participant lifecycle, from prospective applicant/registrant through past program participant. The Coordinator serves as the primary program officer administering the day-to-day activities and systems related to: the Education portfolio’s enrollment management and registration activities, contact management systems, application, financial aid (fee waivers and discounts), program registration and payment systems, room and board interface, webpage content, prospect and participant advising around program selection in light of stated career- and learning interests, program-related curriculum and teaching & learning operational needs (collaborating with both teaching staff internally and with participants externally, as well as ensuring participants receive the appropriate University-approved credentialing materials for program participation), and post-program activities of the unit (include design and execute on partner surveys, data analytics and reporting, and past-participant engagement activities).

 

The incumbent serves as the primary administrative and operational professional staff member for the HAI Education portfolio responsible for making recommendations and resolving problems of moderate complexity in these areas and executing day-to-day operations with substantial autonomy during a period of rapid program growth, marked by: rapidly-changing priorities, working with ambiguity, developing new policies and processes, the need for influence without authority, and the ability to consistently deliver exceptional client-interface in written and oral communications, internal and external to the team. During this growth phase, and as part of a still-small, dedicated Education team, the incumbent will be expected to administer and implement while simultaneously rolling up their sleeves to work on substantial operational details day-to-day as well.

 

This position requires the ability to work occasional nights and weekends throughout the year, as dictated by program schedules and needs.

 

CORE DUTIES:

  • Act on behalf of the supervisor, department manager, or chair in regard to establishing priorities and identifying and resolving problems that are administrative in nature.
  • 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.
  • 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.
  • 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.
  • 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

 

Please note that due to current COVID-19 safety measures, our office is working fully remote. Once COVID-19 safety measures are no longer applicable, this position will be based on the Stanford campus and will be considered for an option of telecommuting, subject to operational need.

 

MINIMUM REQUIREMENTS:

Education & Experience:

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

 

Knowledge, Skills and Abilities:

  • Advanced computer skills and demonstrated experience with office software and email applications.
  • Demonstrated success in following through and completing projects.
  • Excellent organizational skills and attention to detail.
  • Strong 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 exercise sound judgment routinely and independently make decisions.

 

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.

 

WORKING CONDITIONS:

  • May require working evenings and weekends.

 

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.

 

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!

 

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.

 

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.

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