Note: The job is a remote job and is open to candidates in USA. Stanford University’s Department of Biology, within the School of Humanities and Sciences, supports fundamental research, teaching, and training in biology. The Administrative and Operations Coordinator provides independent administrative and operational support across faculty, research groups, events, financial transactions, grant administration, calendars, websites, and academic personnel processes.
Responsibilities
- 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
- 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
- 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
- Coordinate and monitor routine maintenance services completion. Plan and coordinate office moves and/or minor renovation projects
- May lead staff or supervise day-to-day work of student and/or temporary workers, including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, reviewing work for quality and timeliness, and providing performance review input
Skills
- High school diploma and four years of administrative experience, or combination of education and relevant experience
- 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
- Excellent 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
- Demonstrated ability to operate with significant autonomy
- Experience with financial transaction processing (PCard/TCard, reimbursements, purchase requisitions, budget reconciliation)
- Familiarity with grant/proposal submission processes and academic personnel processes (e.g., faculty search and promotion file compilation) is highly desirable, ideally in a higher education or research environment
- Excellence in drafting correspondence, reports, and official documents
- Proficiency with web-based tools such as Smartsheet, Google Forms/Surveys, or similar platforms
- Experience coordinating events, conferences, or seminars, including vendor management and logistics coordination
- Ability to interpret and apply university policies and procedures, and to exercise sound judgment on sensitive or confidential matters
- Strong interpersonal skills and ability to partner effectively with faculty, staff, students located at HMS and on the Stanford Campus
- Discretion in handling confidential personnel and academic matters (e.g., faculty promotion and search files)
Benefits
- Remote work arrangement with possible occasional on-campus visits to Stanford University Main Campus and Hopkins Marine Station in Pacific Grove
Company Overview
Company H1B Sponsorship