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Student Program Coordinator

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Administration
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Administrative Associate 2

Job Code: 4102
Job Family: Administration
Non-exempt, Full-time
This is a one-year fixed term position.
 
DESCRIPTION OF WORKPLACE

The Institute for Diversity in the Arts (IDA) is a program in the arts and humanities that involves students in the study of culture, identity and diversity through artistic expression. Our mission is to create, support, and advance powerful, collaborative, and transformative arts practice and arts leadership. IDA is a dynamic organization, generating creative opportunities to explore the intersection of arts and social justice through our programs, events, and classes. IDA’s student leadership program is the Student Fellows program. Fellows are at the heart of the IDA community, developing cohorts of interest that serve as catalysts for creativity for the Stanford arts and larger communities.

 
JOB PURPOSE:

Provide administrative and operational support to the Institute for Diversity in the Arts (IDA) working under general supervision. This position directly reports to the Associate Director for IDA.

 
JOB DESCRIPTION SUMMARY:

This position is a full time administrative associate position. For roughly 50% of the job, this administrative associate position will conduct routine financial administrative tasks, including handling basic business and card transactions, paying honoraria and stipends, maintaining financial processing systems, house management, and executing office operational and support duties, including purchasing, maintenance of office supplies and equipment, and scheduling.

 

The other 50% of the job will be support IDA’s Fellows student leadership program, including planning, advising, and programming support, designing leadership training programs, monitoring progress of Student Fellows toward their individual and group learning outcomes/goals, and implementing regular individual and program evaluation and assessment of these programs. Additionally, the Associate will be asked to assist in other duties related to IDA’s program and operations, such as coordinating IDA events, classes, and concentration program, and developing relations with student and community individuals and organizations.

 

The Associate should be an enthusiastic, flexible, systems-directed, detail-oriented individual who can work in a fast-paced learning and working environment. Interest and experience in the arts and familiarity with the IDA program and/or with student development programs in educational settings are highly desired. This is a one-year fixed term position.

 
CORE DUTIES*:

  • Process and monitor routine financial transactions, which will include working with appropriate financial administrators, researching and resolving discrepancies, monitoring status of transactions, and sometimes interacting with payees.
  • Support student leadership program, including designing training programs, leading workshops, advising students, assessing and evaluating success of these programs.
  • Perform duties associated with scheduling, organizing, and operating conferences, seminars, and events, including arranging for travel, recommending vendors for services, overseeing the production and distribution of materials, coordinating logistics, coordinating staff and volunteers, and serving as liaison with internal and external vendors.
  • Draft and/or generate routine communications; coordinate production and dissemination of documents, such as reports, presentations, course handouts, website and social media updates, conference and seminar materials, and brochures.
  • Maintain office supplies and equipment; obtain vendor quotations, as needed. Coordinate office upgrades and 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 and update approved content on websites and social media.
  • Perform human resources transactional support, e.g. time cards, I9s, labor distributions, and hiring.
 

* - Other duties may also be assigned.


MINIMUM REQUIREMENTS:

Education & Experience:

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

 

Knowledge, Skills and Abilities:


  • Proficient computer skills and demonstrated experience with office software and email applications.
  • Demonstrated success in following through and completing routine tasks.
  • Strong organizational skills and attention to detail.
  • Strong verbal and written communication skills.
  • Excellent customer service and interpersonal skills.
  • Ability to prioritize and multi-task.
 

Certifications and Licenses:

None


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.

 
WORK STANDARDS:

  • Interpersonal Skills: Demonstrates the ability to work well with Stanford students, staff, faculty, and with external organizations.
  • Diversity: Demonstrates familiarity and openness to people of different backgrounds and cultures.
  • 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.
 
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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