Academic Collective Coordinator, d.school

🔍 School of Engineering, Stanford, California, United States

📁: Administration

📅   : Jul 18, 2024 Post Date

📅   : 103992 Requisition #

The School of Engineering
Stanford Engineering has been at the forefront of innovation for nearly 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 d.school
Are you interested in helping shape the future of design education? Do you thrive on organization and creative problem solving? The d.school Academic Collective team is seeking a highly collaborative and detail-oriented operations associate to perform a range of operational duties as they relate to classes and other learning experiences. The ideal candidate will have administrative, operational, and financial experience with the ability to thrive in a creative, and at times ambiguous, environment.
This is a full-time, on-site, 40-hr. per week position.

Design is a highly interdisciplinary program where students learn to create products, experiences, and systems across a multitude of domains. Our academic program encompasses a Design BS, Design MS, and Elective course portfolio that produces 60+ classes and serves a community of over 1500 students and ~100 instructors.

The following four pillars underpin the d.school’s academic programs:
(1) Make. The ability to prototype and make across all mediums, existing and emerging, with a particular fluency in a chosen area.
(2) Care. The care and responsibility to be leading stewards of the planet, all people, and the data we generate.
(3) Adapt. The flexibility of adaptive learning – letting the individual needs and interests of students shape their academic pathway.
(4) Spark. The quirky creativity and scrappy resourcefulness that produces new to the world ideas.

Diversity:
The d.school is committed to welcoming and supporting a diverse community of learners, teachers, and doers. As such, people with personal or professional experience as part of communities of color and underrepresented groups are especially encouraged to be in touch.

In this role, you will contribute to the d.school’s mission in the following ways:

Student + Instructor Support:

Act as the primary “front of house” resource for students and instructors in need of operational support for their course.
Manage primary channels of outreach with key audiences: in-person presence, email inquiries, form submissions.
Responds in a timely manner to requests from students and instructors by efficiently sourcing answers to questions or resources needed internally.
Course Production + Operations:
Work collaboratively with our Academic Ops team to coordinate class operations each quarter.
Master the interconnected back-end systems and processes involved in class organization, maintenance, and production.
Maintain accurate and up-to-date course records in the d.school database.
Proactively manage projects, communication and materials for core courses with high programmatic needs.

Event Logistics:

Support the execution of small- and larger- scale student or instructor facing events.
Communicate internally with other program partners and externally with attendees regarding event logistics.

Numbers Magic:

Partner with program leads, teaching teams and students to simplify course finances and student project finances.
Stay current with Stanford finance guidelines to ensure instructors and students are well informed about course spending guidelines.
Support financial transaction processing during peak volume seasons during the academic year.

Work as a member of the team:

Collaborate closely with the program leads, and core members of the Academic Collective team throughout the course production process.
Identify opportunities to refine and upgrade core operational processes, and work with other members of the team to implement improvements.
Mind the mission of the d.school across all tasks.
Become an integral member of the d.school community. Pitch in and help out on a range of projects from within the team and beyond.
Be flexible with projects and willing to pivot as needs shift either unexpectedly or with time.

Desired skill sets:

Evidence of strong organizational skills and attention to detail
Database experience
Self-starter with demonstrated ability to maintain a high level of productivity at all times

In this role, you will:

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.
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 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.
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.

Education & Experience (Required):
High school diploma and four years of administrative experience, or combination of education and relevant experience.

Knowledge, Skills, & Abilities (Required):

Advanced computer skills and demonstrated experience with office software and email applications.
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.

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.

Work Standards:

Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clients and with external organizations.
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

Pay Range:
The expected pay range for this position is $33.17 to $43.75 per hour.

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.

How to Apply:
We invite you to apply for this position by clicking on the “Apply for Job” button. To be considered, please submit a cover letter and résumé along with your online application. The cover letter should briefly describe why you believe you are a good fit for this position.

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 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.

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 by submitting 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