Program and Administrative Manager (hybrid)

School of Humanities and Sciences, Stanford, California, United States

Administration

Post Date Jul 19, 2024

Requisition # 104012

Program and Administrative Manager (hybrid)

TheSchool of Humanities and Sciences (H&S)is the foundation of a liberal arts education at Stanford. The school encompasses 23 departments and 25 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: Stanford's Physics Department is a teaching and research department in the School of Humanities and Sciences. For undergraduates, we offer Physics majors and minors with a variety of pathways. For graduate students, we offer a Physics Ph.D. program. The department has approximately 50 faculty members, over 200 graduate students, over 100 undergraduate students, over 60 postdocs, approximately 20 administrative staff and 10 teaching staff members.

Position Summary: The Department of Physics is seeking a Program and Administrative Manager responsible for facilitating and executing activities in support of the research goals of theStanford Institute for Theoretical Physics (SITP).SITP is a research center in the Department of Physics, comprising approximately 20 faculty in Physics and related fields, and approximately 100 graduate students, postdoctoral scholars, and visitors.

The Program and Administrative Manager will work under the general supervision of the Physics Director of Finance and Operations. Responsibilities will include managing and executing programs and tasks such as:

● Providing administrative support to the SITP community, including faculty, graduate students, postdocs, and visitors

● Administering short- and long-term visitor appointments and postdoc appointments, including visa processing

● Onboarding all new SITP members

● Planning and coordinating events and activities ranging from weekly seminar series to workshops and conferences

● Managing program budgets and financial transactions

● Maintaining and updating the program website

● Managing space and room assignments

● Serving as the primary point of contact for SITP

● Interpreting and communicating relevant University policies internally and externally

Additionally, the Program and Administrative Manager will be part of the management team in the Department of Physics, and will be responsible for supervising 4-5 faculty administrators, including 1-2 administrators in SITP, who will support the Program and Administrative manager with the execution of the responsibilities outlined above. This position may also supervise temporary student workers.

This is a 100% FTE, continuing, exemptposition. This position will be based on the Stanford campus and will be considered for an option of telecommuting (hybrid of working on-site and off-site), subject to operational need.

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

CORE DUTIES:

· Oversee department faculty administrative support personnel, including the supervision of faculty admin staff and their work

· Train, mentor, and coach staff on how to perform their job functions while ensuring staff remain informed and up-to-date on relevant policies and procedures.

· Independently implement, administer and evaluate day-to-day activities of the unit, function or program by identifying and executing tasks and objectives, making recommendations that impact policies and programs, and assigning resources to achieve the goals of the program.

· Collect and analyze data, create reports, review and explain trends; formulate and evaluate alternative solutions and/or process improvements to achieve the goals of the program or function.

· Analyze and interpret policies; develop, revise and implement procedures for program or function.

· Represent the program or function as the key contact and subject matter expert within the department, unit or school. Commit resources and provide information and/or training. May also represent the program or function to external/internal stakeholders and constituencies.

· Organize and/or participate in outreach activities that may include developing communications and training, planning/promoting events and/or conferences.

· May participate in development of budgets, monitor, and approve expenditures. May perform limited forecasting and provide recommendations that determine the budget.

• Other duties may also be assigned.

EDUCATION AND EXPERIENCE:

Bachelor’s degree and three years of relevant experience, or combination of education and relevant experience.

Knowledge, Skills and Abilities:

· Demonstrated ability to manage and successfully complete multiple tasks and duties while prioritizing competing demands with sensitivity

· Demonstrated excellent organizational skills.

· Demonstrated ability to take initiative and ownership of projects.

· Ability to communicate effectively both orally and in writing.

· Ability to routinely and independently exercise sound judgment in making decisions.

· Demonstrated experience working independently and as part of a team.

· Relevant subject matter knowledge.

· Ability to direct the work of others, for jobs requiring supervision.

In addition, preferred requirements include:

· Previous Stanford administrative experience

· Supervisory experience

· Event planning experience

The expected pay range for this position is $69,100 to $120,000 per annum.

Stanford University provides pay ranges representing its good faith estimate of what the university reasonably expects to pay for a position. 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.

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 classifications 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.

Consistent with its obligations under the law, the University will provide reasonable accommodations to applicants and employees with disabilities. Applicants

requiring a reasonable accommodation for any part of the application or hiring process should contact Stanford University Human Resources at stanfordelr@stanford.edu. For all other inquiries, please submit a contact form .

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.

Additional Information

• Schedule: Full-time

• Job Code: 4121

• Employee Status: Regular

• Grade: H

• Requisition ID: 104012

• Work Arrangement : Hybrid Eligible