Program Assistant

**Program Assistant**
Florence, Italy - Full Time

**Job Information**

**Job Id**:Florence - Program Assistant
**Company**: Stanford Global
**Location**:Florence, Italy
**Position**:Program Assistant
**Type**:Full Time

The Program Assistant main responsibilities is to provide general administrative and facilities support, as well as with student services for Stanford University's Breyer Center for Overseas Studies in Florence. The Program and Facilities Assistant position works closely with the Program Administrator and reports to the Florence Program Director.

**_To be fully considered, all materials (e.g., resume and/or cover letter) must be submitted in English._**

**CORE DUTIES**

**Administrative**
- Greet visitors and route them to appropriate individuals, answer phones, and serve as a resource on procedures and general inquiries as required.
- Run local errands for the program as needed (post office, supermarket, newsstand, etc.).
- Perform administrative duties including, but not limited to, handling incoming and outgoing mail, entering data, reports, or spreadsheets, making copies, and monitoring and ordering supplies.
- Generate routine communications; coordinate production (formatting, copying, etc.) and dissemination of documents, such as presentations, course handouts, conference and seminar materials, complex reports, brochures, and displays, as requested.
- Make reservations pertaining to program business/events (restaurant, museums, etc.).
- Organize and participate in program events as required.
- Take turns with colleagues to be reachable and ready to respond to student concerns 24/7. In the event of an emergency, respond promptly and work with the Director and other staff members to provide appropriate support.

**Student Services**
- Assist with direct advice to students on a range of issues including, but not limited to, personal matters, accessibility, and local environment, to assist them in making appropriate choices and decisions, consulting with the Director, as needed.
- Take a supervisory role during excursions as assigned by the Director. Suggest and carry out small excursions on an ad hoc basis as determined by the Director.
- Communicate with student groups as allocated by the Director.
- Assist the Academic and Student Services and Program Coordinators regarding student welfare concerns identified by misuse of facilities, as needed.
- Work as a member of the student staff team to support out-of-class learning opportunities for Program participants, as needed.
- Assist with establishing community norms and ground rules to ensure open and honest communication and responsible student conduct.
- Be sensitive to the needs of individuals in the group, and help students be aware of each other's concerns.
- Assist in planning and promoting educational opportunities and programs for the cohort with Center staff to include online and in-person orientations.
- Promote the intellectual life of the Program through formal and informal discussions about campus, national and international issues (including culture, values, beliefs, social, political, and ethical issues), especially as they related to Italian history and current events, as needed.
- Work together with the Center staff to help Program participants take responsibility for their community.

**Office Support**
- Assist with the daily operations needs of the Stanford Florence Center, which include, but are not limited to, interfacing with maintenance staff, cleaning team, and outside vendors to enable delivery of events and services.
- Collaborate with the Program Administrator to ensure that routine repairs and replacements are identified and completed; especially enabling any of the above to coordinate with Program events and activities within the facilities.
- Organize all arrangements for events including equipment, catering, and assembling materials. Arrange all outside parties' use of the facilities, coordinate with maintenance and relevant staff for set up and dismantling.
- Assist with housing and core support for visiting faculty.
- Manage the checkout process of Center's academic resources, including books and other media.
- Help with property management and equipment inventory, in accordance with Stanford University policies.
- Ensure functionality of faculty apartment, including reviewing working order of equipment, cleanliness and supplies needed to inhabit the accommodation.
- Perform daily facilities check kitchen, classrooms, common areas, and faculty offices. Assist with office opening and closing procedures.
- Assist the staff with residence orientation, safety, and security briefings.
- Respond to inquiries from students, faculty, external constituents, and staff.
- Maintain floor inventory of office supplies such as toiletries, toner, paper, emergency supplies, coffee, t-shirts, and small gifts, etc. and communicate any items that need to be ordered to the Administrator.
- Provide support and troubleshootin