Finance and Administration Coordinator

Stanford University

Finance and Administration Coordinator

Job Number:

The Center for Biomedical Ethics (SCBE) in the School of Medicine is dedicated to interdisciplinary research and education in biomedical ethics, and provides clinical and research ethics consultation. SCBE also serves as a scholarly resource on emerging ethical issues raised by medicine and biomedical research.

SCBE is seeking an energetic, organized, and self-motivated Administrative Associate 2 to provide a full range of financial and administrative support to the Center with special emphasis and responsibility for financial functions. Specific duties include, but are not limited to: 1) managing processing, monitoring and reporting of routine financial transactions; 2) administering postdoctoral fellowship program; 3) faculty affairs support; and 4) Center event support. This is an excellent opportunity to interact daily with world-renowned faculty, biomedical ethics researchers, postdoctoral fellows and students.

Duties include:
  • Process and monitor routine financial transactions, including researching and resolving discrepancies, and ensuring all financial transactions are within the Center's, University's and sponsor's policies and compliance. Assist the Assistant Director with adhoc financial reports, accurately tracking expenses according to internal budgets, and reporting potential issues.
  • Respond to inquiries, and determine and take appropriate action as required. Serve as a resource regarding a defined set of policies and procedures.
  • Provide general administrative support to Assistant Director. Duties may include drafting correspondence; special projects; grant closeout activities. Serves as point-of-contact when Assistant Director is absent.
  • Prepare and process postdoctoral fellowship appointments (clinical and research). Process Visa sponsorship for Postdocs/Visiting Scholars.
  • Perform duties associated with scheduling, organizing, and operating conferences, seminars, and events, including assisting with pre-event preparations (badge production, RSVP), coordinating logistics, event set up and cleanup, registration and hosting, and serving as liaison with internal and external vendors.
  • Maintain office supplies and equipment; obtain vendor quotations, as needed. Coordinate office moves.
  • Perform human resources transactional support (GFS), and provide faculty affairs support to Assistant Director.
* - Other duties may also be assigned

Experience processing financial transactions and tracking expenses highly desirable.


High school diploma and three years of administrative experience, or combination of education and relevant experience.

  • Proficient computer skills and demonstrated experience with office software and email applications.
  • 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.
  • Constantly perform desk-based computer tasks.
  • Frequently sitting.
  • Occasionally stand/walk, reach/work above shoulders, grasp lightly/fine manipulation, grasp forcefully, 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.

  • 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,

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.


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