Administrative Coordinator (Hybrid Opportunity)

The Stanford Center for Asian Health Research and Education (CARE), under the Division for Research and Education in Academic Medicine (DREAM), is the only medical center among top US universities devoted to advancing the health of Asians worldwide through increasing knowledge, empowering education, and positively impacting clinical care.

Stanford CARE is seeking a highly motivated and detail-oriented Administrative Coordinator (Administrative Associate 2) to provide administrative and program coordination support under general supervision. This position will primarily focus on supporting CARE's youth education initiatives — including the CARE Explorers high school program — while also contributing to CARE's broader event and operations activities. This role requires the ability to work in a hybrid environment and will report to CARE's Associate Director of Operations, with a dotted-line relationship to the Education Program Manager for the CARE educational programming duties, and Operations Specialist for event-related duties.

Duties include:
Overseeing the day-to-day planning, logistics, and operational execution of CARE's youth summer program – Stanford CARE Explorers – serving as the primary on-site point of contact for students, parents, and staff.

Collecting and managing all program registration documentation, including registration forms, medical waivers, and consent forms, in compliance with Stanford University policies.

Developing and maintaining detailed program schedules, including room reservations, catering, parking, and communications with participants, families, speakers, and staff.

Ensuring all safety protocols are followed and that programs comply with relevant regulations and guidelines.

Collecting participant and family feedback to assess program quality and drive continuous improvement.

Supporting Stanford CARE events, conferences, seminars, and webinars under the direction of the Operations Specialist, including logistics coordination, vendor liaison, travel support to visitors and faculty, and materials preparation.

Drafting and generating routine communications and coordinating the production and dissemination of program and event materials.

This role is hybrid, with 2 days onsite at 3180 Porter Dr. per week. During our 2-week on-campus programs (e.g., our High School program), daily on-site presence is required to support events and programming.

* - Other duties may also be assigned
 

Core Duties:

• Respond to inquiries, and determine and take appropriate actionas required. Serve as a resource regarding a defined set of policies andprocedures.

• Perform duties associated with scheduling, organizing, andoperating conferences, seminars, and events, including recommendingvendors for services, overseeing the production and distribution ofmaterials, coordinating logistics, and serving as liaison with internaland external vendors.

• Draft and/or generate routine communications; coordinateproduction (formatting, copying, etc.) and dissemination of documents,such as presentations, course handouts, grant proposals, conference andseminar materials, reports, brochures, and displays.

• Plan and schedule calendar(s) based on consultation, resolvecalendaring conflicts, and arrange travel in compliance with unit,university, and sponsor policies.

• Process and monitor routine financial transactions, which mayinclude researching and resolving discrepancies.

• Maintain office supplies and equipment; obtain vendor quotations,as needed. Coordinate office moves.

• May serve as the point of contact for general maintenance, healthand safety, and other facility concerns within the unit(s); report anyincidents or potential safety problems to appropriate representatives.Track completion of required training.

• Maintain approved content on websites.

• May perform human resources transactional support, e.g. timecards, I9s, and/or faculty affairs support.

• May guide and train student and/or contingent workers includingscheduling, assigning, and prioritizing workloads, setting appropriatedeadlines, and reviewing work for quality and timeliness.

Minimum Education andExperience

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

Knowledge, Skills and Abilities:

• Proficient computer skills and demonstrated experience withoffice software and email applications.

• Demonstrated success in following through and completing routinetasks.

• 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.