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Senior Coordinator of Academic Affairs

Stanford University
Dean of Research, Stanford, California, United States

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Employment Type
Full Time
Institution Type
Four-Year Institution

Job Details

Senior Coordinator of Academic Affairs🔍Dean of Research, Stanford, California, United States📁Administration📅Jun 27, 2024 Post Date📅103651 Requisition #SCHOOL/UNIT DESCRIPTION
This position is based on Stanford’s main campus with consideration given to the option for a hybrid work schedule (at least three days onsite per week), subject to operational need. Interested candidates must include a resume and cover letter to be considered for this position.

The Geballe Lab for Advanced Materials (GLAM) is a transdisciplinary Independent Laboratory within the Office of the Vice Provost & Dean of Research, which spearheads innovative, collaborative, and high-impact research in bio-inspired materials, sustainability, quantum science and engineering, and electronic and magnetic systems. With 30 faculty and ~250 students, postdocs, and scientific staff spanning six home departments – primarily Physics, Applied Physics, and Materials Science & Engineering – GLAM’s research portfolio is large, complex, and highly-heterogeneous, involving strong relationships with many Stanford academic and administrative units, SLAC, and federal and non-federal sponsors. As GLAM gradually expands its community-led programming for interdisciplinary and social collaboration, it relies upon 16 high-performing administrative staff to provide comprehensive support to its researchers, trainees, visitors, and campus partners.

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.
Reporting to GLAM’s Manager of Academic Affairs, with a dotted-line reporting structure to GLAM’s Associate Director, the Senior Coordinator of Academic Affairs (Administrative Associate 4) will support GLAM’s academic human resources functions spanning appointments, salary processing, international visa processing, community development, and special projects to optimize the vibrancy and interconnectivity of Stanford’s interdisciplinary research ecosystem.

The Senior Coordinator will process and manage academic, postdoctoral, visiting, and internship appointments that support various research projects across GLAM, often in close collaboration with other Stanford departments and other academic institutions. The Senior Coordinator will take a critical, central, and highly-visible role in GLAM, and will be the “front line” for a broad range of planned and unplanned issues pertaining to academic appointments, community experience, and administrative strategy.

A successful candidate must possess prior experience in faculty and/or student affairs and basic financial management practices, plus in navigating a complex, political, and decentralized university or non-profit environment. Though existing expertise in each task is not required at the time of application, a competitive candidate’s motivation to learn and grow in each of the aforementioned tasks will set them apart and sustain their success and impact on the job. Further, successful candidates must have a growth mindset and strong emotional intelligence, and must demonstrate an eagerness to work alongside academic and administrative personnel in order to contribute to GLAM’s mission of inclusive research excellence.

Academic Human Resources (45%)

    Working closely with faculty, advise, coordinate, and manage all administrative components of formal university appointments including academic staff, postdoctoral scholars, visiting scholars and student researchers, research interns, and contingent and/or temporary employees within the parameters of applicable formal appointments and, as required, immigration visa guidelines. Serve as a full-spectrum resource for faculty host/mentor and appointees on the university appointment process and requirements.Collaborate closely with the Office of the Vice Provost and Dean of Research, Office of Postdoctoral Affairs, Registrar’s Office, Bechtel International Center, Student Services, and Protection of Minors Program on GLAM academic appointments, internships, contingent positions, and student temporary employees. Maintain confidentiality, steward these important organizational relationships, collaboratively troubleshoot unforeseen issues, do favors, and generally establish and re-establish strong partnerships with the many university offices that contribute to GLAM’s success and efficiency.Support the Associate Director in the GLAM Fellows program, including advertising funding slots for prospective applicants, building the online application portal, assembling application materials and data reports, drafting correspondences to the internal review committee, and handling comprehensive communications with successful and unsuccessful applicants and their prospective faculty mentors.Serve as the primary or secondary contact for new academic appointees as they prepare for their arrival to Stanford, providing university and department orientation, required appointment and immigration documentation, instructions on completing required administration and regulatory tasks and training.Interpret, implement, and ensure compliance with university academic and US immigration policies. In order to maintain mastery of appointment and immigration visa policies, foster solid partnerships with diverse university organizations for optimal appointment processes.Support all GLAM faculty on annual salary setting for academic staff and trainee appointments in alignment with university guidelines. Enter all postdoc salaries and graduate students’ salary and tuition in the graduate financial system. Revise as needed due to changes in funding availability, research operations, or faculty strategy.Enter, update, and continuously monitor labor schedules for all academic staff, contingent staff, and temporary student employees.Process all internships based on university guidelines, most importantly including Protection of Minors regulations and requirements. Ensure all supervisors of minors have completed the mandatory training and background check. Translate institutional and federal policies into simplified and streamlined guidance and communications for faculty, trainees, and staff.
Faculty Support, Finance & General Administration (40%)

    Provide comprehensive administrative support to 2-3 faculty and their research groups, including as-needed tasks spanning scheduling, financial management/processing expenses, hosting academic events, gathering information, and other tasks as needed to save faculty time and ensure their successful integration with the university’s holistic infrastructure. Each of these tasks is described below in more detail.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.Process researchers’ financial transactions, including reimbursement requests, Purchasing Card and Travel Card expenses (including for the Postdoc Committee), purchase order initiation, fund transfers, and other general processes. This position will be the cardholder and custodian for the assigned faculty and associated groups, and must keep abreast in governing university policies pertaining to permissible expenses, timely reconciliation, and confidentiality.Coordinate travel plans and itineraries for faculty, postdocs, and students in a manner that promotes the best use of time and minimizes potential travel issues.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.Maintain, reconcile, review, combine, and validate financial data sets and accounts, utilizing financial reports, financial databases, and key financial information.Run and analyze financial reports, often from multiple systems; assist in preparation of management information reports.
Programming, Events & Special Projects (15%)

    Administratively manage GLAM’s Postdoc Committee for postdoctoral scientists and trainees to strategize and lead programming in professional development, career planning, wellness, and social cohesion. Schedule monthly Committee meetings, set meeting agendas and take meeting notes, develop event budgets and track expenses, and engage all necessary event logistics (which may include vendor and speaker engagement, room reservations, catering set-up/take-down, and digital communications). Regularly report Committee progress to the Manager and Associate Director.Administer GLAM’s “Preview Day” program, including four internal events per year – two in advance of the Materials Research Society, and two in advance of the American Physical Society – for trainees to practice their conference presentations. Announce events and secure presenter and audience registrations, plan agendas, order catering, process post-event transactions and funds transfers for awardees, and complete other data reporting and special projects as assigned by the Faculty Director.Coordinate, organize, and manage complex conferences, seminars, Donut Mondays, and events, including procurement of vendor services, organize attendee accommodations, oversee distribution of print and digital materials, organize and manage logistics, and manage events within budget.Other duties as assigned by faculty, the Manager of Academic Affairs, and/or GLAM Leadership.

Education & Experience: High school diploma and six years of administrative experience, or combination of education and relevant experience.

Knowledge, Skills & Abilities:

    Ability to understand, interpret, and communicate policies and procedures.Demonstrated empathy and active-listening skills, focused on developing meaningful and long-lasting relationships with faculty, trainee, and administrative colleagues of all career levels and backgrounds.Demonstrated excellent oral, written, and interpersonal communication skills.A credible commitment to a “growth mindset,” and to professional development, self-reflection, career planning, and collaborative communications.Knowledge about financial processes, with a special preference for candidates with existing knowledge of Stanford-specific systems, notably AXESS, GFS, FASA, FFIT, SeRA, and/or Oracle.Demonstrated experience working independently and as part of a team.Demonstrated ability to prioritize own work and multi-task.Demonstrated excellent organizational skills.Demonstrated ability to take initiative and ownership of projects.Firm commitment to confidentiality of information.Ability to routinely and independently exercise sound judgment in making decisions.

    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.

    Occasional work on evenings or weekends may be required.

    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,
The expected pay range for this position is $38.46 to $48.56 per hour.

Stanford University provides pay ranges representing its good faith estimate of what the university reasonably expects to pay for a position. The pay offered to a selected candidate will be determined based on factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, geographic location and external market pay for comparable jobs.

At Stanford University, base pay represents only one aspect of the comprehensive rewards package. The Cardinal at Work website ( provides detailed information on Stanford’s extensive range of benefits and rewards offered to employees. Specifics about the rewards package for this position may be discussed during the hiring process.

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.

Consistent with its obligations under the law, the University will provide reasonable accommodations to applicants and employees with disabilities. Applicants requiring a reasonable accommodation for any part of the application or hiring process should contact Stanford University Human Resources by submitting a contact form.

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: 4099
  • Employee Status: Regular
  • Grade: G
  • Requisition ID: 103651
  • Work Arrangement : Hybrid Eligible, On Site


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