Administrative Coordinator

Job description

Administrative Coordinator

Stanford University

Job Number:

Administrative Coordinator - Ed Neuro Initiative
Job Family: Administration; Job Series: Administrative Associate; Job Code 4103/F NX

Who We Are
The Stanford University Graduate School of Education (GSE) is a top-ranked school of education, known for its prestigious faculty, rigorous graduate degree programs, and its impact on the quality of education across the world. The GSE is committed to developing leaders in education research, practice and policy. Our community includes over 60 faculty, 400 students, 200 staff, 8,000 alumni and countless people from the local and global communities we work with and impact. The work environment is dynamic, deadline-driven, fast-paced, and energetic.

The GSE seeks a full-time Administrative Coordinator to join a new initiative that brings together elementary school education and neuroscience research on how the brain changes with learning. This position will provide central support to the leading faculty member, as well as coordination with a team of post-doctoral fellows, research coordinators, graduate students, local schools, and a network of faculty at other institutions. This position will assist with logistics regarding workshops and symposia, be a first point of contact for communication and work with faculty and directors to ensure program and administrative coordination is provided. This position will play a key role in helping us provide the highest levels of administrative support, customer service and creative problem solving to our community. This position will report directly to the Principal Investigator leading this important initiative.

What You'll Do:
This role will provide a range of program coordination and administrative support to this new initiative and the Principal Investigator. The central priorities of this position will be to monitor and optimize task-flow for grants, new investigations, projects, and publications; arrange logistics and calendar coordination across the team; monitor e-mail and outreach communication; manage program budgets and finances (including reimbursement, vendor payments, etc.); and be a creative problem solver to help move projects forward. This position will also help craft presentations, communications, and refine manuscripts for high- priority communications.

Core duties will include (but are not limited to):

  • Act on behalf of the supervisors with regard to establishing priorities and identifying and resolving problems that are administrative in nature.
  • Oversee and perform duties associated with scheduling, organizing, e-mail correspondence, planning conferences, seminars, and events, including arranging with vendors for services, overseeing the production and distribution of materials, administering logistics, and managing event within budgets.
  • 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.
  • Monitor confidential and high priority e-mail communications throughout the day to assist in planning and scheduling calendar(s) with limited consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
  • Create complex reports and spreadsheets which may utilize specialized software and systems, and master a variety of project management software packages to assist the entire team in moving forward on projects and identifying bottlenecks and opportunities for streamlining/expediting workflow.
  • 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.
  • Coordinate and monitor routine maintenance services completion. Plan and coordinate office moves and/or minor renovation projects.
  • May lead staff or supervise day-to-day work of students, post-docs, and/or temporary workers, including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, reviewing work for quality and timeliness in coordination with the PI, and providing performance review input.
Note: Not all unique aspects of the job are covered by this job description
What You'll Bring:
We are looking for someone who is customer service oriented, enthusiastic and energetic, and a creative problem solver. This job requires working with all levels of our constituents, so it is important that you can demonstrate professional decorum as well as an ability to communicate and build relationships across broad audiences. A good sense of humor is appreciated (where appropriate) and a strong, dedicated work ethic is a must. Some additional requirements include:

Education & Experience:
High school diploma and four years of administrative experience (Bachelor's Degree preferred) or a combination of education and relevant experience.

Knowledge, Skills and Abilities:
  • Ability to coordinate and manage multiple projects with competing priorities, meet deadlines and project plans with short- and long-term end dates. Exceptional organizational skills and attention to detail. Demonstrated success in following through and completing projects.
  • Ability to take initiative and ownership of projects, while still being open to new and creative solutions.
  • Advanced computer skills with a working knowledge of applications such as Excel, Word, PowerPoint, Project Management Software.
  • Excellent communication skills (verbal and written) are a requirement.
  • Very strong interpersonal skills and a customer-service orientation.

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 and unique perks empower 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!

How to Apply:
We invite you to apply for this position by clicking on the “Apply for Job” button. To be considered, you must submit a cover letter and resume along with your online application.
  • Finalist must successfully complete a background check prior to working at Stanford University.
  • Applicants to this position must be available to work in the United States without sponsorship for 2 years or more. OPT permit holders should confirm that they are eligible to work in the US at the Stanford GSE for two years or more.
  • 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 the job.


Location: Graduate School of Education, California, United States
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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Job No:
Posted: 12/21/2018
Application Due: 2/20/2019
Work Type: