Research/Postdoc Administrator

Stanford University

Research/Postdoc Administrator

Job Number:

Stanford University, Department of Anesthesiology, Perioperative & Pain Medicine is seeking an Administrative Associate 2 to provide administrative and operational support working under general supervision. This position includes two key areas of responsibility: provide administrative and operational support to the research division and coordinate the research division postdoctoral scholar program.

The ideal candidate is a proactive individual with strong attention to detail. This position requires ability to handle a wide variety of research-related tasks in a dynamic academic environment with frequently shifting priorities and tight deadlines. The candidate will often work under pressure and must know how to re-prioritize workload to ensure timely completion of tasks.

This position will provide assistance in grant submissions such as NIH, APLAC and IRB; edit book chapters and journals; coordinate the proofing, editing and submission of clinical Anesthesia books from over 20 authors; assist in submitting 5-10 peer-review articles per year to various journals. Regular responsibilities also include managing very busy calendars for PI's using Outlook and Google calendars; taking minutes in lab and on-campus meetings, arranging conference logistics (including a highly visible annual social media conference sponsored by the Department), maintaining IRB protocols, processing P-card transactions, and submitting expense reports.

Core Duties Include:

  • Respond to inquiries and determine appropriate action as required. Serve as a resource regarding a defined set of policies and procedures. Review and evaluate postdoctoral applications for completeness; compile recruitment information, distribute applications, and notify applicants of decisions for interview. Track and maintain postdoctoral research scholars in the Anesthesia research division. Communicate regularly with postdoctoral research scholars regarding their daily activities, such as conferences and grand rounds.
  • Scheduling, organizing, and operating conferences, seminars, and events, including recommending vendors for services, overseeing the production and distribution of materials, coordinating logistics, and serving as liaison with internal and external vendors.
  • Draft and/or generate routine communications; coordinate production (formatting, copying, etc.) and dissemination of documents, such as presentations, course handouts, grant proposals, conference and seminar materials, complex reports, brochures, and displays.
  • Plan and schedule calendar(s) based on consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies. Manage multiple calendars for faculty, including making travel arrangements.
  • Process and monitor routine financial transactions, which may include researching and resolving discrepancies. Collect documents required for reimbursements and submit requests for payments for travel and other types of reimbursement.
  • Maintain office supplies and equipment; obtain vendor quotations, as needed. Coordinate office moves.
  • May serve as the point of contact for general maintenance, health and safety, and other facility concerns within the unit(s); report any incidents or potential safety problems to appropriate representatives. Track completion of required training.
  • Work with IT to update and maintain content on websites for the Division of Research.
  • May guide and train student and/or contingent workers including scheduling, assigning tasks, setting appropriate deadlines, and reviewing work for quality and timeliness.
*Other duties may also be assigned
Desired Qualifications:
  • Four-year degree.
  • Experience in an academic setting, preferably at Stanford.
  • Experience related to postdoctoral policies and procedures.
  • Experience in Dreamweaver, Photoshop, Endnote and Acrobat is preferred.
Education & Experience (Required):
  • High school diploma and three years of administrative experience, or combination of education and relevant experience.
Knowledge, Skills And Abilities (Required):
  • Proficient computer skills and demonstrated experience with office software and email applications, specifically MS Office and Outlook.
  • Demonstrated success in following through and completing routine tasks.
  • Strong organizational skills and attention to detail.
  • Strong verbal and written communication skills.
  • Excellent customer service and interpersonal skills.
  • Ability to prioritize and multi-task; ability to work independently and to coordinate multiple assignments with fluctuating priorities.
  • Ability to learn and adapt to Stanford specific software and clinically related software.
Physical Requirements:
  • Constantly perform desk-based computer tasks.
  • Frequently sitting.
  • Occasionally stand/walk, reach/work above shoulders, grasp lightly/fine manipulation, grasp forcefully, and use a telephone, sort/file paperwork or parts, lift/carry/push/pull objects that weigh up to 10 pounds.
  • Rarely twist/bend/stoop/squat, kneel/crawl.
*Consistent with its obligations under the law, the University will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of his or her job.

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,

Stanford University, located between San Francisco and San Jose in the heart of California's Silicon Valley, is one of the world's leading teaching and research universities. Since its opening in 1891, Stanford has been dedicated to finding solutions to big challenges and to preparing students for leadership in a complex world. Supporting that mission is a staff of more than 10,000, which is rooted in a culture of excellence and values innovation, collaboration, and life-long learning. To foster the talents and aspirations of our staff, Stanford offers career development programs, competitive pay that reflects market trends and benefits that increase financial stability and promote healthy, fulfilling lives. An award- winning employer, Stanford offers an exceptional setting for professionals looking to advance their careers.

Job: Administration

Location: School of Medicine
Schedule: Full-time
Classification Level:

To be considered for this position please visit our web site and apply on line at the following link:

Stanford is an equal opportunity employer and all qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.