The Department of Medicine at Stanford University is a diverse group of clinicians, researchers, educators, staff, and trainees working across over a dozen divisions and centers. We are committed to improving our local community's health and the world at large through patient care, biomedical research, professional education, and training. Our goal is to advance the science of medicine and provide compassionate, innovative healthcare to all patients. We prioritize delivering exceptional, comprehensive training in a scholarly setting for the future generation of academic leaders.
We are looking for a Postdoc Coordinator (Administrative Associate 3) to join our centralized educational team. This role is crucial in enhancing the educational experience of our postdoctoral scholars by providing essential administrative and operational support under the guidance of the Postdoc Programs Manager.
The Postdoc Coordinator will oversee the complete cycle of postdoctoral and visiting scholar appointment procedures, including visa processing, payroll management, benefits administration, and leave coordination. The coordinator will serve as the primary liaison between postdocs, division leadership, and key university offices such as the Office of Postdoctoral Affairs, Student Affairs, and the Bechtel International Center.
The Department of Medicine's Educational Program Office believes Stanford's future success will be shaped by its community's diverse perspectives, unique experiences, and inclusive culture. We encourage applications from candidates who share our commitment to these principles.
This is a hybrid opportunity.
Core Duties
- Act on behalf of the supervisor, department manager, or chair in regards to establishing priorities and identifying and resolving problems that are administrative in nature.
- Oversee and/or perform duties associated with scheduling, organizing, and operating complex conferences, seminars, and events, including arranging with vendors for services, overseeing the production and distribution of materials, administering logistics, and managing event within budget.
- 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.
- Plan and schedule 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.
- 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 student and/or temporary workers, including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, reviewing work for quality and timeliness, and providing performance review input.
Minimum Education and Experience
High school diploma and four years of administrative experience, or combination of education and relevant experience.
Knowledge, Skills and Abilities
- Advanced computer skills and demonstrated experience with office software and email applications.
- Demonstrated success in following through and completing projects.
- Excellent organizational skills and attention to detail.
- Excellent Strong verbal and written communication skills.
- Excellent customer service and interpersonal skills.
- Ability to prioritize, multi-task, and assign work to others.
- Ability to take initiative and ownership of projects.
- Ability to routinely and independently exercise sound judgment in making decisions.