This position has been deemed critical by the School of Engineering Dean’s Office and is exempt from the hiring freeze.
Note - Visa sponsorship is not available for this position. All candidates must be eligible to work and live in the U.S.
Work Arrangement: This position is eligible for a hybrid work arrangement with a minimum of 3 days/week working at the Stanford main campus, subject to operational needs.
Budgeted Salary: The budgeted base salary range for this position is $46.95 - $53.03 per hour.
The School of Engineering
Stanford Engineering has been at the forefront of innovation for over a century, creating pivotal technologies that have transformed the worlds of information technology, communications, health care, energy, business and beyond. Our faculty and students are creative risk-takers who pursue excellence across a breadth of disciplines. Our alumni include some of the world's most successful leaders in technology and business. Our staff are critical to enabling Stanford Engineering to accomplish its mission: seeking solutions to some of the world's most urgent challenges and educating leaders who will make the world a better place through the power of engineering principles, techniques and systems.
The Computer Science Department
Founded in 1965, the Stanford Computer Science (CS) Department continues to lead the world in computer science research and education. Throughout the past five decades, the Stanford CS Department has influenced society at levels that remain without parallel among academic institutions. Its spin-offs are among the most successful corporate ventures in the world, and many of the leaders in academic and corporate research world are graduates of the Stanford CS Department.
The Computer Science Department is seeking a Program Manager to provide high-level administrative and operational support to the Human Computer Interaction and Movement Lab research groups. The role independently manages complex calendars, communications, travel, events, and day-to-day operations while proactively identifying and resolving administrative issues. Responsibilities include leading logistics for domestic and international meetings, workshops, retreats, and conferences; managing laboratory resources, purchasing (including capital assets), finances, and administrative processes; and working with our sponsored research administrators to support sponsored projects, grant submissions, reporting, and financial tracking. The position also coordinates project milestones and deliverables and partners with faculty and departmental teams on hiring, onboarding, and ongoing support of students, postdocs, visiting researchers, and temporary staff. This role requires exceptional organization, sound judgment, initiative, and the ability to manage multiple complex priorities with minimal supervision. This position reports to the CoDa Building Administrative Manager but works very closely with the faculty leading each of the two research groups.
Core Duties:
- Act on behalf of the supervisor, department manager, or chair in regards to establishing priorities and identifying and resolving problems that are administrative in nature.
- Research and/or write background information for meetings. Participate in meetings on supervisor’s behalf, inform after the fact.
- 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 research 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) without prior 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. Make recommendations based on reports.
- 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 complex office moves. Plan and coordinate routine remodeling and renovations.
- Analyze and review material and extract pertinent information for briefing purposes.
Positions at this level also include one or more of the following duties:
- In conjunction with financial lead and/or principal investigator, assist with sponsored project research proposal submissions and post award administration.
- Responsible for leading the administrative functions of a program or unit.
- Perform human resources transactional support and/or faculty affairs support; coordinate or manage the visa process.
- Serve as building coordinator.
- Oversee or supervise day-to-day work of other administrative or support staff, 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.
Minimum Education and Experience
High school diploma and six 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.
- Proven success in following through and completing projects.
- Excellent organizational skills and attention to detail.
- Excellent 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.