University Administrative Coordinator #PP

University Administrative Coordinator - Vice Provost and Dean of Research 1396408 #PP

A leading university is seeking a University Administrative Coordinator - Vice Provost and Dean of Research. The successful candidate will support a highly-ambitious and active portfolio of experimental research groups, including 7 faculty, 5 staff scientists, 20 postdocs, 50 graduate students, 5 undergraduate and high school interns, and external faculty-level visitors. This position will provide a heterogeneous suite of administrative support services to ensure that researchers are able to focus their time on research excellence and collaboration, which will regularly involve processing a large quantity of financial transactions, scheduling travel and meetings with diplomacy, conducting advanced budget plans and accounting analyses, troubleshooting policy and communications transactions, planning special academic and social events, and contributing to complex procurement and programming activities. The ideal candidate has four years of administrative experience. The company offers a great work environment!

University Administrative Coordinator - Vice Provost and Dean of Research Pay and Benefits:

• Hourly pay: $40/hr
• Worksite: Leading University (Stanford, CA 94305 - Hybrid, Must be on main campus at least 3 days per week (Monday is mandatory, other 2 days can be any days of the week), Two days per week telecommuting; this hybrid schedule is subject to operational need and may change in the future as directed by the position’s supervisor.
• W2 Employment, Group Medical, Dental, Vision, Life, Retirement Savings Program, PSL
• 40 hours/week, 8 Month Assignment

University Administrative Coordinator - Vice Provost and Dean of Research Responsibilities:

• Faculty Administrative Support
  • Serve as the first and primary administrative point of contact for researchers (faculty, staff scientists, postdocs, students, interns, and visitors) within assigned lab groups.
  • Route questions, concerns, and general information from researchers across the lab and the university, including requests for fixes and improvements of physical spaces, needs for procurement within lab's sponsored projects and/or general operations, etc.
  • Compose and draft documents and correspondence for presentations, course handouts, grants, conferences, seminars, and reports; perform substantial editing and fact checking.
  • Welcome new researchers to the lab community, involving emotionally-intelligent communications and orienting incoming members to the range of administrative and facilities services available to them. In close coordination with the Manager and Senior Coordinator of Academic Affairs, ensure each group member’s timely appointment and correct labor schedule for optimal Payroll and HR support.
  • Schedule faculty calendars for meetings, which will involve confidential communications with internal and external constituents with varying degrees of complexity and sensitivity.
• Procurement, Accounting & Data Analysis
  • Process financial transactions, including reimbursement requests, Purchasing Card (Pcard) and Travel Card (Tcard) expenses, Purchase Order initiation, fund and expense transfers, and other financial processes.
  • Support faculty in distributing postdoc and student salaries and other support across available financial accounts, ensuring that existing and prospective group members can be supported in the current year and in as-needed subsequent years of their term.
  • Maintain, reconcile, review, combine, and validate financial data sets and accounts, utilizing financial reports, financial databases, and key financial information.
  • Run and analyze financial reports as directed by faculty and/or lab leadership, often from multiple systems, and complete data assimilation, clean-up, and reformatting work to ensure that finalized reports fully align with requests.
  • With other administrative staff, provide as-needed support and cross-coverage for lab's common areas to ensure a vibrant, welcoming, and clean physical space for 300 researchers and administrative staff.
• Event Planning, Policy Communications & Special Projects:
  • Coordinate, organize, and manage complex academic conferences and seminars, including procuring vendor services
  • Serve as one of the lab's primary repositories for knowledge about the full spectrum of the procurement policies, including the appropriate and best methods for procurement (e.g. purchase orders, credit cards, reimbursements), travel, and distributing prospective costs across sponsored and non-sponsored accounts.
  • Co-administer the Inclusion Committee focused on facilitating community dialogue across the axes of intersectional identity and anti-bias regarding people and generally-accepted operating procedures. Undertake special projects to troubleshoot systems-level inefficiencies or blockages in the lab's procurement activities, including submitting Help Desk Tickets, meeting with VPDoR’s Finance team, drafting executive-level correspondences, and tracking project progress to completion.
  • Serve as the primary point-of-contact for the Sustainability Office to coordinate waste and recycling programs, experiment with new environmental initiatives, and communicate opportunities for energy conservation and community service.

University Administrative Coordinator - Vice Provost and Dean of Research Qualifications:

• 4 years of administrative experience.
• High school diploma.
• Experience with University systems (for reimbursements, expense reports, Pcard reconciliation) is preferred.
• Knowledge about financial processes and generally-accepted accounting procedures. Special preference for candidates with existing knowledge of university-specific financial systems, notably Oracle and FFIT.
• Strong organizational skills, including comfort with learning and deploying new and emerging technologies for project management, data analysis/reporting, and general collaboration and team communication.
• Firm commitment to keeping privileged or sensitive information in confidence.
• Ability to earn and maintain trust from faculty, trainees, staff, and university leadership in navigating complex, complicated, and often unforeseen situations. Ability to cultivate strong collaborative relationships with faculty, with the eagerness and diplomacy required to anticipate faculty needs and save faculty time.
• Knowledge about and sensitivity regarding fostering a culture of inclusion, and general understanding about how a history of inequity and how unexamined personal biases contribute to uneven workforce development. A credible commitment to inclusion, empathy, and community is essential for success in this role.
• A credible commitment to a “growth mindset,” professional development, self-reflection, and collaborative communications.
• Ability to routinely and independently exercise sound judgment in making decisions.
• Demonstrated ability to communicate respectfully, both orally and in writing.
• Ability to effectively communicate new ideas, future operating models, and approaches to work.
• Unrelenting optimism and a deep-rooted motivation towards operational excellence, fix problems, and work with diverse stakeholders to achieve a common goal.
• Exceptional diplomacy, grace under pressure, and the unwavering motivation to solve problems and resolve conflicts.

Shift:

• Monday to Friday 9 AM to 5 PM.