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Stanford University Administrative Coordinator (Hybrid) in Stanford, California

Administrative Coordinator (Hybrid)

School of Medicine, Stanford, California, United States


Post Date Sep 19, 2022

Requisition # 96257

The Stanford University Clinical Excellence Research Center(CERC) strives to lower healthcare spending in the United States by designing, pilot testing, and evaluating innovative models of care delivery. We are currently looking for an energetic and detail-oriented Administrative Coordinator to provide assistance to two senior faculty in support of their research, teaching, publishing, and other leadership duties.

Reporting to the Center Director of Operations, the Administrative Coordinator (Administrative Associate 2) will manage day-to-day email inquiries, calendar planning and scheduling by responding to meeting requests and resolving conflicts. The Administrative Coordinator will also plan and organize meetings/events hosted by the faculty, managing travel arrangements and reimbursements for them and their visitors as needed. In addition, the Administrative Coordinator will edit and prepare for distribution; materials for events, presentations, course handouts, grant applications, manuscripts, and other documents. Other duties of this nature may also be assigned.

A successful candidate has 1) experience supporting faculty or executives, 2) proven ability to communicate effectively with VIP stakeholders and guests, 3) experience with event planning and successful execution, and 4) strong editing skills and excellent attention-to-detail to manage the preparation, production, and dissemination of presentations, manuscripts, course handouts, grant applications, and memos.

Duties include:

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

  • 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, reports, brochures, and displays.

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

  • 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.

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

  • Maintain approved content on websites.

  • May guide and train student and/or contingent workers including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, and reviewing work for quality and timeliness.

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.


  • Experience supporting faculty or executives

  • Proven ability to communicate effectively with VIP stakeholders and guests

  • Experience managing event planning and execution

  • Strong editing skills and excellent attention to detail to manage the preparation, production, and the dissemination of presentations, manuscripts, course handouts, grant applications, and memos.


  • 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.


  • 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.


  • 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‚Äôs 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 andunique perksempower 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.

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.

As an organization that receives federal funding, Stanford University has a COVID-19 vaccination requirement that will apply to all university employees, including those working remotely in the United States and applicable subcontractors. To learn more about COVID policies and guidelines for Stanford University Staff, please visit:https://cardinalatwork.stanford.edu/working-stanford/covid-19-guide/interim-policies/covid-19-vaccination-and-surveillance-testing

Additional Information

  • Schedule: Full-time

  • Job Code: 4102

  • Employee Status: Regular

  • Grade: E

  • Requisition ID: 96257