Program And Facilities Assistant

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Program And Facilities Assistant
Florence, Italy – Full Time
Job Information
Job Id: Florence – Program and Facilities Assistant 2023
Company: Stanford Global
Location: Florence, Italy
Position: Program and Facilities Assistant
Type: Full Time
The Bing Overseas Studies Program (BOSP) at Stanford University has an exciting opportunity in Florence, Italy for a Program and Facilities Assistant. Candidates must be fluent in Italian and preferably already living in or near Florence.
The BOSP Florence Center is comprised of 6 employees who serve an average of 40-45 students per quarter. As part of the Bing Overseas Studies Program in Florence, you will help students as they encounter Italian culture through classes taught in Italian and participate in field trips, all of which make use of the rich resources of the city. The Breyer Center for Overseas Studies in Florence is Stanford University’s longest standing center abroad. Students in the Florence program live will learn the historical and artistic development of the Western world, and have a deep fluency on Italy, the European Union and the Mediterranean!
The Program and Facilities Assistant is responsible for providing general administrative, facilities, and student services support for Stanford University’s Breyer Center for Overseas Studies in Florence. The position coordinates cleaning, maintenance and facilities use at the Florence center. This role supports student services and finance administration and works closely with the Program Administrator and reports to the Florence Program Director.
All materials (e.g., resume and/or cover letter) must be submitted in English.
• 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.
• 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 troubleshooting for audio-visual equipment.
• Run local errands for the program as needed (post office, supermarket, newsstand, etc.).
• Respond to general email queries that come to Stanford in Florence email account.
• Greet visitors and route them to appropriate individuals, answer phones, and serve as a resource on procedures and general inquiries as required.
• Perform office duties including, but not limited to, handling of incoming and outgoing mail, entering data, reports, or spreadsheets, making copies, and monitoring and ordering supplies.
• As requested, 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.
• Make restaurant, museum, and other reservations pertaining to program business/events.
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.
• Organize and participate in program events as required.
• Assist the team to resolve program issues and concerns.
• Take supervisory role during excursions as assigned by the Director. Suggest and execute small excursions on an ad hoc basis as determined by the Director.
• Respond to inquiries from students, faculty, external constituents, and staff.
• 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.
• Communicate with student groups as allocated by the Director.
• Liaise with the Academic and Student Services and Program Coordinators as appropriate regarding student welfare concerns identified by misuse of facilities.
• Support students’ needs and goals. Be visible, available, and approachable to students.
• Work as a member of the student staff team to support out-of-class learning opportunities for Program participants.
• 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.
• 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.
• Work together with the Center staff to help Program participants take responsibility for their community.
• Assist the staff with residence orientation, safety, and security briefings.
• Inform staff of serious issues and challenges.
• Attend program events and field trips as required.
These duties may be adjusted as needed to suit the business and academic needs of the Stanford Overseas Studies Program.
Education and Experience
• Undergraduate university degree and three or more years of relevant experience in facilities management or hospitality, or a combination of education and experience.
Knowledge, Skills and Abilities
• Near-native Italian language proficiency, both oral and written.
• An advanced level of English skills both oral and written to enable effective communications with those whose primary language is English.
• Computer proficiency with skill in using Microsoft Word, PowerPoint, and Excel.
• 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 Centre 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 Italy.
• May work variable hours, evenings, or weekends.
• May travel locally and/or internationally with occasional overnight travel.
Stanford University is one of the world’s leading research and teaching institutions. Our mission is to educate future leaders and promote interdisciplinary, world-class research and teaching. A key aspect of this is to provide serious international educational opportunities to our students. Sustaining and developing these rich offerings is an intensely creative, rewarding, and challenging project.
For more information about the BOSP Florence Program, please click
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.
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