Office Coordinator

California, United States
17 Oct 2018
End of advertisement period
17 Dec 2018
Contract Type
Full Time

Stanford University School of Medicine, located in the heart of Silicon Valley, was founded in 1858 with a mission to be the premier research-intensive medical school that improves health through leadership, diversity, and a collaborative approach to discovery and innovation in patient care, education, and research.

With more than 2,300 faculty, each providing a unique mix of research, education, and patient care effort, organized in 30 academic departments and 16 interdisciplinary institutes and centers, supported by more than 3,900 staff, educating 3,000 students, postdoctoral fellows, clinical residents/fellows, and trainees, and collectively generating about $2.6B in revenues, the School of Medicine is Stanford’s largest school and truly a complex organization.

Holistically, the School of Medicine is rooted in a culture of excellence and values innovation, collaboration, and life-long learning. To foster the talents and aspirations of our staff, Stanford offers career development programs, competitive pay that keeps pace with market trends, and benefits that increase financial stability and promote healthy, fulfilling lives.

The Dean’s Suite for the School of Medicine is seeking a Office Coordinator to provide administrative and operational support. The Office Coordinator is the face of the Dean’s Office. As such, he/she will provide the highest level of customer service and be able to communicate effectively with all levels of faculty and staff as well as board members and donors.

Come be the front line for the nucleus of one of the best medical schools in the world.

Responsibilities include:

  • Greet visitors and route them to appropriate individuals, answer phones, and serve as a resource on unit procedures and general inquiries. Triage needs and inform the appropriate Dean’s Suite staff.
  • Perform office duties including, but not limited to, handling incoming and outgoing mail, entering data into basic tables, reports, or spreadsheets, making copies, and monitoring and ordering office supplies.
  • Arrange meetings and assist with routine conferences including scheduling rooms, managing equipment, ordering meals, and assembling materials. Oversee and manage the online reservation system for two of the conference rooms in addition to the hoteling spaces in the Dean’s Suite.
  • Assist in reserving ground transportation and accommodations.
  • Maintain organized and presentable public spaces in the Dean’s Suite, including the front desk, lobby waiting area, and conference rooms.
  • Track facility and/or office equipment, such as keys, vehicles, and projectors, via logs, and schedule repairs as needed. Order office and kitchen supplies as needed.
  • Review invoices for accuracy, initiate purchase requisitions, submit payments, and submit reimbursements. 
  • Disseminate routine communications such as memos, notices, emails, and letters.
  • Create and maintain files and filing systems of visitor materials and office and kitchen supplies receipts and invoices.
  • Assist in basic desk and technology set-up for new employees or office moves.
  • Assist in providing guidance to temporary and student employees on front desk duties or other light administrative work.

*Other duties may also be assigned.


  • Highest level of professionalism—ability to treat everyone that visits or phones like they are the most important person at the moment.
  • Highest level of multitasking and prioritization skills.
  • Ability to communicate with all levels of faculty and staff and a diverse external client base.
  • Acute common sense.
  • Willingness to support other faculty and staff within the Dean’s Suite.
  • Adept with Outlook, Mac platform, and spreadsheets.

High school diploma or equivalent.


  • Basic computer skills and demonstrated experience with office software and email applications.
  • Ability to follow through and complete assigned tasks.
  • Strong organizational skills and attention to detail.
  • Strong verbal and written communication skills.
  • Excellent customer service and interpersonal skills.


  • 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's Administrative Guide,