86383 Requisition #

Program Manager (Administrative Associate 4)
Job Code: 4104
Job Grade: G
FTE: 100%, Full-Time
Exemption Status: Non-Exempt
Department: Electrical Engineering, 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 an systems.


Founded in 1894, the Stanford Electrical Engineering (EE) Department continues to lead the world in electrical engineering research and education. Throughout its history, the Stanford EE 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 the academic and corporate research world are graduates of the Stanford EE Department. Electrical Engineering website: https://ee.stanford.edu/


The Electrical Engineering (EE) Department is seeking an administrative Program Manager. In this role, you will partner with the faculty director and the Engineering Research Administration group on the management and administrative operations of a large government research contract. In addition, you will provide administrative support to faculty with joint EE and CS (Computer Science) appointments. As program manager, you will have responsibility for the research program’s operations including financial oversight and administration, planning of several annual review/workshop sessions and website creation/maintenance.  You will also provide faculty support which involves travel arrangements, calendaring, student, visitor, course support, and finance management.  If you are an organized, supportive individual, with financial experience and can communicate easily with a diverse group of people, then this role may be perfect for you.


To be considered, applicants must submit a resume AND cover letter.


Your responsibilities will include:

  • Act on behalf of the supervisor to establish priorities and identify and resolve problems that are administrative in nature.

  • Oversee and/or process a variety of complex financial transactions; manage contracts, invoicing, budgeting and forecasting, along with producing, monitoring and reconciling all non-sponsored accounts for the faculty.

  • Manage and/or perform duties associated with scheduling, organizing and operating complex conferences, seminars, workshops and events, which includes arranging with vendors for services, overseeing the production and distribution of materials, administering logistics, and managing event within budget.

  • Execute purchases as needed, ranging from office supplies and caterers to capital equipment, reconciles PO’s and works with the procurement team to identify and resolve any issues.

  • Act as the steward of department Purchasing Card(s), process travel reimbursements and verify transactions.

  • Work with Research Finance Administrators to charge Research Assistantships appropriately to both sponsored and non-sponsored accounts.

  • Work with the department’s student service and staffing team for hiring/processing appointments for visitors, postdocs, and students.

  • Plan and schedule calendar(s) with limited 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. 

  • Other duties may also be assigned.

To be successful in this position, you will bring:

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

  • Knowledge of general research administration policies and finance experience is required.

  • Good judgment and sensitivity in handling of confidential information.

  • Demonstrated success in following through and completing projects.

  • Excellent organizational skills and attention to detail.

  • Strong verbal and written communications skills, excellent customer service and interpersonal skills.

  • Ability to prioritize, take initiative and ownership of projects and routinely and independently exercise sound judgment in making decisions.

  • Advance computer skills and demonstrated experience with office software and email applications.

  • Knowledge of Windows, Word, Excel, Oracle, (iOU, iProcurement, iJournals, Pcards, Tcards) FFiT, and other various Stanford computer applications and the ability to adapt quickly to specialized computer applications preferred.

  • Knowledge of Stanford University policies, regulations and accounts is preferred.

  • High energy, enthusiasm, sense of humor is preferred. 


Ideal Education & Experience

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

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 accommodation to any employee with a disability who requires accommodation to perform the essential functions of his or her job.


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


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