Job Information
Stanford University Senior Administrative Coordinator in Stanford, California
Senior Administrative Coordinator
Dean of Research, Stanford, California, United States
New
Administration
Post Date 3 days ago
Requisition # 104644
SCHOOL/UNIT DESCRIPTION:
This position is based on Stanford’s main campus with consideration given to the option for a hybrid work schedule (partially onsite and offsite), subject to operational need.
TheGeballe Lab for Advanced Materials(GLAM) is a transdisciplinary Independent Laboratory within the Office of the Vice Provost & Dean of Research, which spearheads innovative and high-impact research in biomaterials, sustainable energy, quantum science, and electronic systems. With 30 faculty and 250 students, postdocs, and scientific staff across six departments – primarily Physics, Applied Physics, and Materials Science & Engineering – GLAM’s research portfolio is large, complex, and highly-heterogeneous, involving strong relationships with many Stanford departments and administrative units, SLAC, and federal and non-federal sponsors. As GLAM gradually expands its community-led programming for interdisciplinary and social collaboration, it relies upon 15 high-performing administrative staff to provide comprehensive support to its researchers, visitors, and campus partners.
Our VPDoR Diversity Journey:
We create a hub of innovation through the power of diversity of disciplines and people.
We provide equitable access and opportunity to all members of the community in order to do their best work, regardless of race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law.
We listen to and value all colleagues who bring diverse perspectives to the advancement and development of a respectful community.
We promote a culture of belonging, equity, and safety.
We embed these values in excellence of education, research, and operation.
POSITION SUMMARY:
Reporting to GLAM’s Associate Director, with a dotted-line reporting structure to six faculty appointed in the Department of Physics and Department of Applied Physics, the Senior Administrative Coordinator will support a highly ambitious and -interconnected research team of theoretical and experimental physicists, including six faculty, 60+ graduate students, 20+ postdocs, and a constant influx of visitors and other special guests. This position will provide a heterogeneous suite of administrative support services to ensure that physics researchers are able to focus its time on research excellence and collaboration, which will regularly involve processing financial transactions, conducting advanced budget plans and accounting analyses, managing facilities and space resources, planning special academic and social events, and contributing to as-needed communications and programming activities within the larger GLAM organization. The Senior Coordinator is a contributor to GLAM’s identity as an interdisciplinary unifier and incubator.
This is a unique opportunity for an administrative professional who wishes to deploy their skills in advanced organization, financial management, and emotionally intelligent collaboration to ensure excellence in physics research and education. It is also an opportunity to join a high-performing and interdependent administrative team united in their commitment to faculty support, research excellence, and community engagement. Success in this role will chiefly be measured by overall faculty satisfaction with the comprehensive administrative support their receive in the core duties defined below, as well as the incumbent’s commitment to a growth mindset, to customer service, and to administrative accuracy and efficiency.
CORE DUTIES:
Administrative Support & Space Planning (60%)
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.
Collaborating with the Associate Director, manage approximately ten small and large offices for faculty, postdocs, students, and visitors within the 3rd floor of the McCullough Building. Plan space needs for visiting researchers and escalate space fix needs to the Facilities & Safety Manager. This position will submit LBRE Work Orders for facilities fixes and preventative maintenance.
Coordinate travel plans and itineraries for Theory Group faculty, postdocs, and students in a manner that promotes the best use of time and minimizes potential travel issues.
Coordinate, organize, and manage complex conferences, seminars, and events, including procurement of vendor services, organize attendee accommodations, oversee distribution of print and digital materials, organize and manage logistics, and manage events within budget.
Finance, Accounting & Data Analysis (25%)
Process financial transactions, including reimbursement requests, Purchasing Card and Travel Card expenses, purchase order initiation, fund transfers, and other general processes. This position will be the cardholder and custodian for the Theory Group’s Pcard and Tcard and must keep abreast in governing university policies pertaining to permissible expenses, timely reconciliation, and confidentiality.
Working closely with faculty and administrative leadership in GLAM, the Stanford Institute for Theoretical Physics, and the Department of Physics, develop annual operating budgets and expense controls, and ensure that the following years’ activities adhere to budget plans with minimal deviation. Identify discrepancies and potential problems for leadership in order to ensure that year-end statements are under-budget and that they receive accurate consolidation and reporting.
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. Working closely with the Manager of Academic Affairs, prepare various financial and student affairs documents to process each appointment and gather requisite university-level approvals.
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.
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, often from multiple systems; assist in preparation of management information reports.
Event Planning (10%)
Manage a robust program for short- and long-term visitors to GLAM, including arranging travel and accommodations, reserving dinners and other receptions, overseeing the distribution of print and digital materials, planning internal seminars and research talks, and navigating multiple vendors to ensure event success.This position will serve as the primary administrative point-person for all visitors, ensuring their entry to, engagement with, and departure from GLAM is seamless and comfortable.
Coordinate, organize, and manage complex conferences, seminars, and events, including procuring vendor services; attendee accommodations, oversee distribution of print and digital materials, organize and manage logistics, and manage event within budget.
Special Projects (5%)
- Other duties as assigned.
MINIMUM REQUIREMENTS:
Education & Experience:
High school diploma and six years of administrative experience, or combination of education and relevant experience.
Knowledge, Skills & Abilities:
Knowledge about financial processes and generally accepted accounting procedures. A special preference for candidates with existing knowledge of Stanford-specific financial systems, notably Oracle and/or FFIT.
Demonstrated ability to prioritize own work and multi-task.
Demonstrated excellent organizational skills.
Demonstrated ability to take initiative and ownership of projects.
Unwavering emotional intelligence, a growth mindset, and eagerness to collaborate with faculty, trainees, and administrative staff of all levels to ensure GLAM’s success.
Firm commitment to confidentiality of information.
Ability to communicate effectively both orally and in writing.
Ability to routinely and independently exercise sound judgment in making decisions.
Demonstrated experience working independently and as part of a team.
PHYSICAL REQUIREMENTS:
Constantly perform desk-based computer tasks.
Frequently stand/walk, sitting, grasp lightly/fine manipulation.
Occasionally use a telephone.
Rarely lift/carry/push/pull objects that weigh 11-20 pounds.
WORKING CONDITIONS:
- Occasional work on evenings or weekends may be required.
WORK STANDARDS:
Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clients and with external organizations.
Promote Culture of Safety: Demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned.
Subject to and expected to comply with all applicable university policies and procedures, including but not limited to the personnel policies and other policies found in the University’s Administrative Guide,http://adminguide.stanford.edu.
The expected pay range for this position is $38.46 to $48.56 per hour.
Stanford University provides pay ranges representing its good faith estimate of what the university reasonably expects to pay for a position. The pay offered to a selected candidate will be determined based on a wide range of factors that are unique to each candidate including but not limited to geographic location, knowledge, skills and abilities, relevant education, depth and breadth of experience, performance; as well as other business and organization needs such as (but not limited to) the scope and responsibilities of the position, the minimum qualifications, departmental budget availability, and market and internal equity across the unit, department and reporting relationships.
At Stanford University, base pay represents only one aspect of the comprehensive rewards package. The Cardinal at Work website (https://cardinalatwork.stanford.edu/benefits-rewards) provides detailed information on Stanford’s extensive range of benefits and rewards offered to employees. Specifics about the rewards package for this position may be discussed during the hiring process.
Why Stanford is for You
Imagine a world without search engines or social platforms. Consider lives saved through first-ever organ transplants and research to cure illnesses. Stanford University has revolutionized the way we live and enrich the world. Supporting this mission is our diverse and dedicated 17,000 staff. We seek talent driven to impact the future of our legacy. Our culture andunique perksempower you with:
Freedom to grow . We offer career development programs, tuition reimbursement, or audit a course. Join a TedTalk, film screening, or listen to a renowned author or global leader speak.
A caring culture . We provide superb retirement plans, generous time-off, and family care resources.
A healthier you . Climb our rock wall, or choose from hundreds of health or fitness classes at our world-class exercise facilities. We also provide excellent health care benefits.
Discovery and fun . Stroll through historic sculptures, trails, and museums.
Enviable resources . Enjoy free commuter programs, ridesharing incentives, discounts and more!
The job duties listed are typical examples of work performed by positions in this job classification and are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks, and responsibilities. Specific duties and responsibilities may vary depending on department or program needs without changing the general nature and scope of the job or level of responsibility. Employees may also perform other duties as assigned.
Consistent with its obligations under the law, the University will provide reasonable accommodations to applicants and employees with disabilities. Applicants requiring a reasonable accommodation for any part of the application or hiring process should contact Stanford University Human Resources by submitting acontact form.
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, national origin, disability, protected veteran status, or any other characteristic protected by law.
Additional Information
Schedule: Full-time
Job Code: 4099
Employee Status: Regular
Grade: G
Requisition ID: 104644
Work Arrangement : Hybrid Eligible, On Site