Executive Office Coordinator

🔍 Vice Provost for Undergrad Education, Stanford, California, United States

New

📁: Administration

📅   : 8 hours ago Post Date

📅   : 108357 Requisition #

Job Title: Administrative Associate 3

Working Title: Executive Office Coordinator

VPUE Unit: Center for Teaching and Learning

Location: 408 Panama Mall, On-site (5 days/week)

Job Code: 4098

Job Grade: F

Exemption Status: Non-Exempt, Full time, Continuing

Heralded as a hub of undergraduate innovation, the Office of the Vice Provost for Undergraduate Education (VPUE) creates and sustains meaningful interactions between students and faculty both within and outside the classroom. As a collaborative team member of VPUE, you have a unique opportunity to advance and support programs that touch and enhance the lives of every undergraduate student at Stanford. As a team member in a unit that is also affiliated with the Office of the Vice Provost for Graduate Education (VPGE), your positive impact on graduate students and their teaching and learning will also be substantial.

The Stanford Center for Teaching and Learning (CTL) supports the university’s core educational mission. We help faculty, lecturers, and Teaching Assistants design, teach, and improve courses and curricula. We partner with schools, departments, and programs to ensure ongoing, meaningful teaching and learning. We help students thrive in their studies through academic coaching, peer tutoring, language conversation practice, and specialized support for neurodiversity. The latest evidence about what works in higher education is woven through our programs and services.

CTL is seeking an Executive Office Coordinator to directly support administrative tasks for the Center’s Associate Vice Provost for Education and Director (AVP/Director), as well as crucial center-wide activities. Reporting to the Director of Finance and Administration, the Executive Office Coordinator will coordinate scheduling, plan meetings, and execute tasks on behalf of the AVP/Director. The Executive Office Coordinator will function as a member of CTL’s Administrative Team, providing support and contributing positively to the efficient operation of the Center. This will be a fully onsite position.

In this role, you will*:

Provide administrative support to the AVP/ Director of the Center for Teaching and Learning that includes managing schedules, coordinating meetings, making travel arrangements and preparing administrative and financial forms on the AVP/Director’s behalf. May also assist with scheduling and coordination for CTL team directors for certain projects and initiatives.
Compose and draft documents and correspondence for presentations and reports; perform substantial editing and fact checking. Create, maintain, modify, and ensure accuracy of content. Manage permissions and access for shared files and folders.
Coordinate meeting logistics for unit and committee meetings. Arrange and reserve space, create and disseminate agendas and materials for meetings. As requested, attend and maintain notes and records of meetings.
Staff the front desk and serve as a welcoming presence for inquiries and visits, which includes: directing visitors, students, faculty, and staff to their CTL appointments; assisting with distribution and collection of academic technology items; and managing CTL’s common areas, i.e., the welcome area, consultation rooms, copy/print station, and other shared resources.
Respond to inquiries from students, faculty, external constituents, and staff via email, telephone, and other formats.
Coordinate and monitor routine maintenance services completion. Work with the Administrative Team to plan and coordinate office moves and minor renovation projects.
Enter data into university and CTL systems accurately and on time.
Review reports and manage spreadsheets as needed for projects.
Provide backup coverage and assistance as needed for the CTL administrative team on financial transaction verifications and event logistics.
Maintain and enhance the community of the CTL, including participation in unit and divisional staff meetings, major events and programs, and various committees and projects, with guidance from the supervisor.

*-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.

To be successful in this role, you will bring:

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

Advanced computer skills and demonstrated experience with office software and email applications, especially Google and Microsoft suites.
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 routinely and independently exercise sound judgment in making decisions.
Ability to exercise discretion and maintain sensitive information in confidence.

In addition, preferred requirements include:

Prior experience in higher education administration.
Prior experience in an executive assistant role.

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 his or her job.

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 dedicated 17,000 staff. We seek talent driven individuals 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 course auditing opportunities. 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!

*-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.

The expected pay range for this position is $39.20 to $45.56 per hour.

Stanford University provides pay ranges representing its good faith estimate of the salary or hourly wage the university reasonably expects to pay for a position upon hire. The pay offered to a selected candidate will be determined based on factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, geographic location, and external market pay for comparable jobs.

At Stanford University, base pay represents only one aspect of the comprehensive rewards package. The Cardinal at Work website (https://cardinalatwork.stanford.edu/benefits-rewards) provides detailed information on Stanford’s extensive range of benefits and rewards offered to employees. Specifics about the rewards package for this position may be discussed during the hiring process.

How to Apply

If you’re ready to work for an organization that nurtures diversity, respect, professional development and a comfortable work-life fit, we invite you to explore this opportunity and apply online. 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 and experience relative to this position’s responsibilities and qualifications. Please include a brief AI disclosure as part of your cover letter: i.e., If you used any generative AI tools in any phase or portion of creating your resume and/or cover letter, please explain what tool(s) you used and how you used them; if you did not use any AI tools, state that.

Completed applications will be reviewed on a rolling basis beginning 3/25/26.

http://stanfordcareers.stanford.edu