Job description

The Office of the Senior Associate Dean of Research (SADR) at Stanford Medicine is seeking an Operations Coordinator (Administrative Associate 2) to provide administrative and operational support across multiple units. This position serves as a shared departmental resource and coordinates a variety of functions that support the day-to-day operations of SADR. The Operations Coordinator will support department-wide activities including operational onboarding and offboarding, equipment and inventory management, purchasing and financial transactions, facilities and space coordination, event logistics, scheduling, communications, and educational program support. The position will work closely with staff across SADR and serve as a key point of contact for routine administrative and operational needs. The ideal candidate is highly organized, proactive, detail-oriented, and comfortable managing multiple priorities in a fast-paced environment. The successful candidate will demonstrate strong follow-through, sound judgment, excellent customer service, and the ability to work collaboratively with a wide range of internal and external partners. This position is based in Stanford’s Research Park and has the option of a telecommuting/hybrid schedule subject to operational needs. DESIRED QUALIFICATIONS: • Bachelor’s degree preferred. • Experience providing administrative and operational support in an academic, healthcare, or research setting. • Ability to independently organize and prioritize multiple assignments, manage competing deadlines, and follow projects and administrative processes through to completion. • Experience coordinating a range of administrative operations, including events and meetings, purchasing and financial transactions, equipment and inventory, facilities, and onboarding/offboarding logistics. • Ability to independently resolve routine administrative issues and appropriately escalate complex matters. Core Duties : • 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 perform human resources transactional support, e.g. time cards, I9s, and/or faculty affairs support. • 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. Minimum Education and Experience High school diploma and three years of administrative experience, or combination of education and relevant experience. Knowledge, Skills and Abilities : • 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. Perform a variety of administrative duties which may include reception duties, creating and editing communications, documents, reports and spreadsheets, scheduling and/or coordinating meetings, making travel arrangements, managing or maintaining office operations, performing employment and financial transactions.

Requirements

Must-haves

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

Nice-to-haves

Bachelor’s degree preferred.
Experience providing administrative and operational support in an academic, healthcare, or research setting.
Ability to independently organize and prioritize multiple assignments, manage competing deadlines, and follow projects and administrative processes through to completion.
Experience coordinating a range of administrative operations, including events and meetings, purchasing and financial transactions, equipment and inventory, facilities, and onboarding/offboarding logistics.
Ability to independently resolve routine administrative issues and appropriately escalate complex matters.

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