Program Coordinator - Stanford, CA

Job Title: Program Coordinator

Location : 353 Jane Way, CA 94305

Duration: 6 Months, Potential Extension/conversion

Shift & Schedule: Hybrid; 8am-5pm (3 days on campus; Tuesday and Wednesday. The third onsite day will vary depending on business needs.)

Summary

Support the industry programs team efforts, meetings, and portfolio. Working closely with the Director of Industry Programs, the coordinator will manage day-to-day program operations across a dynamic, fast-paced portfolio of events, meetings, and programs that support scholars, fellows, and students as well as industry partners and visitors -- coordinating logistics, communications, and administrative support.

Core Duties:

Program & Event:

• Coordinate logistics for meetings, delegation/visits, workshops and special events including scheduling, space reservations, onboarding, catering, calendar invitations, virtual meeting setup, and on-site logistics.
• 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.
• Assist with other unit and/or coordinator's workshops, and program-specific events during peak programming periods.

Industry Affiliate Engagement:

• Monitor attendance and participation, manage mailing lists, track program status changes, and serve as a primary point of contact for the director's communications and follow-up.
• Provide administrative and logistical support for industry research collaborators on an as-needed basis, including coordination with relevant departments and personnel.

Finance & Purchasing:

• Manage purchasing cards, purchase orders, travel reimbursements, and track these across multiple programs/events
• Track program funding and participation by fiscal year and liaise with the finance team and/or other program coordinators to resolve funding, billing, and compliance matters.

Operations:

• Oversee office supplies, shared space, and day-to-day operational needs.
• Manage calendars and travel for leadership, and support internal data management and tracking projects.

Education & Experience:

• High school diploma or equivalent and six years of administrative experience, or combination of education and relevant experience.