Program Coordinator

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

Stanford University, Department of Medicine, Division of Biomedical Informatics Research is seeking a Finance and Administrative Specialist (Administrative Associate 4) to provide complex administrative/operational support with minimal supervision. May be responsible for overseeing other administrative staff or subordinates.

The successful candidate will support a broad research program aimed at advancing the use of machine learning and artificial intelligence in healthcare. You will support a dynamic research team of 20+ individuals ranging from Summer Interns to board certified doctors and PhD Computer Scientists who aim to bring machine learning to the clinic, safely and ethically. The successful candidate will be a core member of the team that runs the project, which is the country’s first service to use routinely collected data on millions of individuals for providing better care. You will help enable the use of technology for better compassionate care at Stanford, as described in

The successful candidate will be the go-to person for all operational questions related to the research program and will act on behalf of the PI in regard to establishing priorities and identifying and resolving administrative problems. For example, you will oversee scheduling, organizing, and operating of complex conferences, seminars, and events, including arranging with vendors for services, overseeing the production and distribution of materials, administering logistics, and managing events within budget. The successful candidate will be overseeing a consolidated annual budget of $2.5M across 15 projects and help the PI with proposal submissions, budgeting, forecasting and monitoring expenses. You will be responsible for a variety of complex financial transactions; producing, monitoring, and reconciling budget statements; researching, identifying, and resolving discrepancies. May assist with capital or special equipment requests and/or vendor selection. The successful candidate will also manage the on-boarding as well as track access to, and compliant usage of, large patient data sets for new group members.

Duties include:

  • 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 research 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) without prior 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. Make recommendations based on reports.
  • 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.
  • In conjunction with financial lead and/or principal investigator, assist with sponsored project research proposal submissions and post award administration.
  • Responsible for leading the administrative functions of a program/unit.

* - Other duties may also be assigned 


  • Ability to manage complex calendar scheduling
  • Possess financial skills
  • Use of Microsoft Excel and Google docs


  • High school diploma and six years of administrative experience, or combination of education and relevant experience.


  • Advanced computer skills and demonstrated experience with office software and email applications.
  • Proven success in following through and completing projects.
  • Excellent organizational skills and attention to detail.
  • Excellent 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.


  • 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,

Job Family: Administration
Job Series: Administrative Associate
Job Code: 4104
Grade: G
Exemption: Non-exempt
Schedule: Full-time