Administrative Coordinator

Employer
Stanford University
Location
Dean of Research, Stanford, California, United States
Closing date
Oct 21, 2021

Job Details

Administrative Coordinator🔍Dean of Research, Stanford, California, United States📁Administration📅Jul 15, 2021 Post Date📅90431 Requisition #SCHOOL/UNIT DESCRIPTION:

Stanford ChEM-H is an interdisciplinary institute focused on connecting Chemistry, Engineering, and Medicine for Human Health. The institute was founded as a joint venture of the Schools of Medicine, Engineering, and Humanities and Sciences. The proximity of world-class biologists, chemists, engineers, and clinicians at Stanford presents a unique opportunity to study human biology at a molecular level and to translate this knowledge into groundbreaking discoveries that advance our understanding of and ability to improve human health. Our vision is to harness the power of diversity – diversity of disciplines and people – to tackle some of the greatest challenges in human health and train a new kind of interdisciplinary scientist to support future innovation.

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:

The Administrative Coordinator will provide executive support to the Baker Family Director of Stanford ChEM-H and coordination of administrative functions in support of Stanford ChEM-H programs. The Administrative Coordinator will provide advanced, diversified administrative support of a substantial and confidential nature to the ChEM-H Director, including independently managing scheduling, travel, and pre-award grant support and drafting communications and other communications materials. The position will also provide broad support for ChEM-H programs including managing calls for proposals, outreach, review, reporting and tracking on a portfolio of key research programs. You should be comfortable working with highly technical scientific and engineering faculty, staff, and students; have experience supporting complex programs; and have excellent time management and organizational skills. If you are a proactive self-starter, comfortable with autonomy, and embrace opportunities to tackle new problems and challenges as part of a dynamic team in a start-up-like environment in an academic setting, come join us at Stanford ChEM-H!

CORE DUTIES:

    Plan and schedule complex calendar(s) with limited or no consultation, resolve calendaring conflicts. Negotiate and manage the needs of individuals or groups requesting time with the supervisor, independently committing his/her time. May occasionally represent the supervisor by attending meetings in his/her absence, speaking for the supervisor.Act on behalf of the supervisor regarding establishing priorities and identifying and resolving problems that are administrative in nature. Use independent judgment to keep supervisor informed of all matters that require his/her attention.Serve as the liaison to various internal and external constituencies, including screening correspondence and telephone calls; keep the supervisor informed of all matters requiring his/her attention.Independently prioritize, plan, coordinate and/or oversee logistics and conferences with individuals and entities internal and external to the university, including executive and senior level staff, donors, and government officials.Compose correspondence; develop, review, and edit presentations and documentation; independently research and analyze associated issues and/or compile materials needed for presentation and/or decision-making purposes.Manage complex business travel in compliance with unit, university, and sponsor policies.Prepare reports and analyses, identify adverse trends, and make appropriate recommendations or conclusions.Manage multiple projects simultaneously. Anticipate and track initial dates, events, and associated action items; follow up with appropriate parties on behalf of supervisor to ensure deadlines are met.May also supervise staff.

MINIMUM REQUIREMENTS:

Education & Experience:

High school diploma and five years of relevant experience or combination of education and relevant experience.

Knowledge, Skills and Abilities:

    Demonstrated ability to prioritize own work and multi-task.Demonstrated excellent organizational skills. Demonstrated ability to take initiative and ownership of projects.Ability to communicate effectively both orally and in writing. Ability to exercise sound judgment routinely and independently in making decisions.Demonstrated experience working independently and as part of a team.Relevant subject matter knowledge.Ability to direct the work of others, for jobs requiring supervision.

DESIRED QUALIFICATIONS:

    Experience supporting an executive-level leader with complex and diverse administrative needs.Experience with NIH grant budget development and submission.Experience with online software applications and basic website editing.

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.

* - 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.

WORKING CONDITIONS:

    May require occasional extended hours.

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.

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!

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.

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: 4160
  • Employee Status: Regular
  • Grade: G
  • Requisition ID: 90431

Organization

Change the world. And yourself.

Stanford University has changed the world, over and over again.

We are one of Silicon Valley's largest employers - and also one of the most unique. Our mission is to educate future leaders and promote interdisciplinary, world-class research and teaching. This passion makes Stanford an intensely creative, rewarding, and challenging place to work. At the same time, our traditions of respect and collaboration sustain a humane, supportive environment in which to pursue your life and your career. 

At Stanford you'll work with bright, diverse, dedicated people. You'll find encouragement to learn and grow. You'll enjoy excellent benefits and an outstanding environment.

Stanford Facts at a Glance

Opened 1891

Student Enrollment

  • Undergraduates: 6,980
  • Graduates: 8,897

Campus

  • 8,180 contiguous acres in six governmental jurisdictions
  • Nearly 700 major buildings
  • 97% of undergraduates live on campus

Research

  • 5,300 externally sponsored projects
  • $1.33 billion total budget

Faculty

  • 2,043 faculty members
  • 21 Nobel laureates are currently members of the Stanford community
  • 5:1 student to faculty ratio

Stanford University is an Equal Employment Opportunity and Affirmative Action Employer and is committed to recruiting and hiring qualified women, minorities, protected veterans and persons with disabilities.

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