Program Assistant - Paris, France

Paris, - Full Time

The Bing Overseas Studies Program (BOSP) at Stanford University is seeking qualified candidates for a Program Assistant in Paris, France. This is a full-time one-year fixed term position.

The Program Assistant is responsbile for providing general administrative, technical, and student services support to the Bing Overseas Studies Program in Paris, France. This position reports to the Program Director in Paris.

All materials (e.g., resume and/or cover letter) must be submitted in English.

CORE DUTIES

Visiting Faculty Coordination

Assist with visiting faculty's staty in Paris, including correspondence prior to arrival.
Maintain close contact with Stanford visiting faculty, ensure a smooth welcome and stay at the visiting faculty apartment; serve as a resource about Parisian life (e.g., sports, tourism, transportation).
Assist with faculty housing arrangements, including working order of equipment, ongoing cleanliness, maintenance, and supplies needed to inhabit the accommodation
Help set up field trips and visits within Paris for the visiting faculty’s academic course.

General Administrative Assistance

Greet visitiors and route them to appropriate individuals, anwer phones, and serve as a resource on unit procedures and general inquiries.
Maintain the general aesthetic appearance of the Center including the study room, offices and classrooms and student lounge, ensuring all things are in order.
Coordinating with external providers for maintenance and cleanliness of the Center
Create and maintain organizational system for a more fluid and easy access to supplies.
Perform office duties including, but not limited to, handling of incoming and outgoing mail, entering data on reports, or spreadsheets, making copies, taking minutes during meetings, monitoring and ordering of office supplies.
As requested, generate routine communications; coordinate production (formatting, copying, etc.) and dissemination of documents, such as presentations, brochures, program activities, meetings, events, and displays, including those with external partners.
Assist the Program Director and Financial Administrator with general administrative and operational tasks.
Help set up field trips and visits for local faculties’ academic courses.
Assist with routine conference arrangements including managing equipment, ordering meals, and assembling materials.
Organize and participate in program events as required.
Create and maintain student files and filing systems.
Provide technology assistance to visiting faculty, local faculty, students, and staff
Maintain close contact with BOSP home campus staff regarding logistics of academic programs and events.

Student Services

Respond to inquiries from students, faculty, external constituents, and staff; assist in finding appropriate resources.
Assist students with making medical appointments and with French administration related issues.
Feed and maintain social media presence of the Program.
Assist others to help resolve program issues and concerns.
Oversee report preparation and analysis of student retention and attrition as requested.
Take turns with colleagues to be reachable and ready to respond to student emergencies and concerns 24/7. In the event of an emergency, respond promptly and work with the Director and other staff members to provide appropriate support.

These duties may be adjusted as needed to suit the business and academic needs of the Stanford Overseas Studies Program.

MINIMUM REQUIREMENTS

Education and Experience

Four-year University degree and two years of relevant experience or a combination of education and experience.
Prior attendance at an English-speaking University preferred.

Knowledge, Skills, and Abilities

Near native/fluent French language proficiency, both oral and written.
Fluent English skills both oral and written to enable effective communications with those whose primary language is English.
Advanced knowledge of French culture, history, and business etiquette.
Computer and technology proficiency with skill in using Microsoft Office and Adobe, particularly with iOS and Apple products.
Demonstrated ability to establish priorities, manage shifting priorities, and handle numerous time-sensitive projects with multiple deadlines, working independently and collaboratively as appropriate with professional colleagues both within the Center and abroad in a team-oriented environment.
Ability to accomplish goals working through formal and informal channels, with diplomacy and tactfulness.
Strong attention to detail with a high level of accuracy.
Demonstrated creativity, problem solving, critical analysis, initiative, judgment, and decision-making skills.
Understanding of working in a complex university or similar environment with proven ability to exercise patience and flexibility with students, parents, staff, and faculty and outside constituents.
Awareness of and sensitivity to the diverse population of Stanford University students.
Strong interpersonal skills, adept at fostering and maintaining effective collaboration, trust, teamwork, and respect.
Must be legally authorized to work in France.
May work variable hours, evenings, or weekends within legal French framework.
May travel locally and/or internationally with occasional overnight travel.

Stanford University is one of Silicon Valley's largest and unique employers. Our mission is to educate future leaders and promote interdisciplinary, world-class research and teaching. This passion makes Stanford an intensely creative, rewarding, and challenging place to work. At the same time, our traditions of respect and collaboration sustain a humane, supportive environment in which to pursue your life and your career.

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, disability, protected veteran status, or any other characteristic protected by law.

For more information about the BOSP Paris Program, please click here.