Special Projects Coordinator

Sep 28, 2017
Institution Type
Four-Year Institution

Stanford University

Special Projects Coordinator

Job Number:

The Special Projects Coordinator will provide project and administrative support for the Stanford Biosciences Grant Writing Academy and the Office of the Senior Associate Dean for Graduate Education and Postdoctoral Affairs. The position will be a critical part of a team committed to developing and enhancing graduate education and postdoctoral training.
  • 50% time with Stanford Biosciences Grant Writing Academy (SBGWA). Administrative and operational support for SBGWA courses, seminars and resources that support trainees (postdocs and graduate students) in creating proposals and establishing productive writing practice, while providing coaching, editing and review of proposals and scientific writings.
  • 25% time with the Office of the Senior Associate Dean for Graduate Education and Postdoctoral Affairs. Three focus areas: Ongoing research, documentation and presentation materials related to our alumni populations; specialized survey development and dissemination for key units reporting to the Senior Associate Dean as needed; and tracking and documentation support on other projects.
This position is 75% FTE.
  • Perform duties associated with 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
  • Compose and launch course and workshop evaluations in a timely manner. Generate qualitative and quantitative reports and/or summaries.
  • Initiate and complete research, documentation and presentation materials related to our alumni populations. Prepare and disseminate specialized surveys on behalf of key units reporting to the Senior Associate Dean. Track and provide documentation support on other projects.
  • Plan and schedule calendar(s) based on consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies. Special emphases on scheduling and logistics for faculty, trainees and guest speakers.
  • Maintain complex reports, powerpoint presentations and spreadsheets, which may utilize specialized software and systems. Become familiar with Sign-Up Genius, Qualtrics, SeRA, Stanford Medicine Box, etc. Track postdoc and/or graduate student grant submissions, grant awards and alumni data in excel/database format.
  • Respond to inquiries, and determine and take appropriate action as required. Serve as a resource regarding a defined set of policies and procedures.
  • Process and monitor routine financial transactions, which may include researching and resolving discrepancies.
  • Maintain office supplies and equipment; obtain vendor quotations, as needed. Coordinate office moves.
  • Maintain approved content on websites.
  • Bachelor's degree and two years of administrative experience preferred.
  • Experience in academic environment or student services, preferred.
  • Proven success in following through and completing routine tasks.
  • Proven ability to work with students, faculty, staff and alumni with diverse backgrounds and needs.
  • Ability to think creatively, take initiative and ownership of projects, and work as part of a team.
  • Ability to work effectively and efficiently under tight deadlines in a busy office environment with frequent interruptions and changing priorities.
  • Proficient in a variety of Stanford University software programs include Qualtrics, SeRA, Stanford Medicine Box, etc.
  • Advanced computer skills with proficiency in Microsoft Office Suite (Word, Powerpoint, Excel).
  • Ability to routinely and independently exercise sound judgment in making decisions.
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.
* - Other duties may also be assigned
  • 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.
About Stanford UniversityStanford 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 to promote health, 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: Part-time
Classification Level:

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

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.