Administrative Coordinator - Hybrid

Job Title: Administrative Coordinator
Location: Stanford, CA 94305
Duration: 8 Months
Pay Rate: Up to $44/hr (Max)

Position Summary:

Reporting to Associate Director, with a dotted-line reporting structure to approximately seven faculty members across multiple departments, the Administrative Coordinator (Administrative Associate 3) will support a dynamic and active portfolio of experimental research groups. This role will provide comprehensive administrative support, including financial transaction processing, scheduling, budget planning, event coordination, and procurement. The Administrative Coordinator plays a critical role in facilitating research excellence and operational efficiency within the organization.

Core Duties:

Faculty Administrative Support (70%)

• Serve as the primary administrative contact for researchers, managing procurement, travel scheduling, appointment processing, and academic event planning.
• Handle inquiries and requests from researchers, ensuring timely communication and problem resolution.
• Draft and edit documents, presentations, and reports for faculty and research teams.
• Coordinate travel arrangements for faculty, postdocs, and students.
• Assist in onboarding new researchers, ensuring a smooth transition and access to administrative support.
• Schedule and manage faculty meetings, including handling confidential communications.

Procurement, Accounting & Data Analysis (10%)

• Process financial transactions such as reimbursements, expense reports, and purchase orders.
• Manage procurement card (Pcard) and travel card (Tcard) expenses in compliance with university policies.
• Assist faculty in budget planning for postdoc and student salary allocations.
• Generate and analyze financial reports to support research funding and expenditures.
• Maintain and manage common operational supplies, including coffee stations and shared areas.

Event Planning, Policy Communications & Special Projects (20%)

• Plan and coordinate academic conferences, seminars, and special events.
• Provide policy guidance on procurement and financial processes.
• Support GLAM’s Inclusion Committee in planning community events and initiatives.
• Identify and implement process improvements to enhance administrative efficiency.
• Serve as the primary liaison for sustainability initiatives, including waste management and energy conservation.

Requirements:

Schedule: Hybrid position, requiring at least three days per week (Monday is mandatory; other two days flexible).

Education & Experience:

• High school diploma and four years of administrative experience, or an equivalent combination of education and experience.
• Strong preference for candidates with prior Stanford experience and familiarity with Stanford’s financial and administrative systems.

Knowledge, Skills & Abilities:

Finance & Operations:

• Understanding of financial processes and accounting procedures.
• Experience with Stanford-specific financial systems (Oracle, FFIT) preferred.
• Strong organizational skills and ability to use project management tools effectively.
• Ability to handle confidential information with discretion.

Communication & Collaboration:

• Strong interpersonal skills to build trust with faculty, staff, and researchers.
• Commitment to fostering an inclusive and collaborative work environment.
• Ability to exercise sound judgment and independent decision-making.
• Excellent written and verbal communication skills.
• Strong problem-solving skills with a proactive approach to conflict resolution.

Physical Requirements:

• Frequent computer-based tasks.
• Occasional standing, walking, and light lifting (up to 20 lbs).

This role offers a unique opportunity for an administrative professional seeking to support cutting-edge research in a dynamic academic environment. Apply now to join a high-performing administrative team dedicated to faculty support, research excellence, and community development.