Administrative Coordinator

California, United States
08 Nov 2018
End of advertisement period
08 Dec 2018
Contract Type
Full Time

Job Code: 4121
Job Grade: H

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 4,500 faculty, each providing a unique mix of research, education, and patient care effort, organized in 28 different departments and 9 different institutes and centers, supported by more than 4,500 staff, occupying 1.6M square feet of academic space in more than 80 buildings, and collectively generating about $1.6B in revenues, the School of Medicine is Stanford’s largest school and truly a complex organization.

Holistically, Stanford 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 Senior Associate Dean for Research and the Associate Dean of Research in the Stanford School of Medicine are seeking an Administrative Coordinator. The Administrative Coordinator will administer and support a diverse and exciting array of programs and functions under general supervision of the Senior Associate Dean for Research and Associate Dean of Research. The Senior Associate Dean for Research and Associate Dean of Research manages many complicated units related to clinical, translational and basic research. The Administrative Coordinator will support and oversee implementation of programs that serve the interests of those involved in clinical, translational and basic research. The Administrative Coordinator will be the first contact for coordination of cores within Spectrum and questions regarding Service Centers. He/she will also support and oversee implementation of scientific symposium, seminars and other educational programs and offerings responsive to the research and educational interests of identified participants. The incumbent will be the key administrative contact for all collaborating faculty, staff, donors and others across the School of Medicine and into the community who interface with the Senior Associate Dean for Research and the Associate Dean of Research.

Core Duties

  • Develop and maintain a database of translational faculty and member affiliates.
  • Ensure active participation of faculty, fellows and students affiliated with translational research under the general supervision from the Senior Associate Dean for Research.
  • Assist with planning and implementation of ongoing opportunities for translational, clinical and basic researchers, including trainees and faculty.
  • Monitor activities of Spectrum faculty for possible articles, updates for websites and newsletters and help plan strategies to continuously advance Spectrum’s research and educational agenda.
  • Collect examples of successful grants and summary statements for building useful research analytic databases.
  • May occasionally develop Qualtrics survey questionnaires, create reports to survey faculty and other constituents and make recommendation to achieve the goals of the programs.
  • Participate in outreach activities that include communications, events, training, conferences and/or fundraising. 
  • Assist in recruiting and hosting distinguished speakers for lecture series; oversee agenda for SOM visits.
  • Provide administrative support for Associate Dean for Research initiatives, meetings and committee responsibilities.
  • Implement, administer and evaluate day-to-day activities of the Associate Dean for Research and SADR units, function or program.
  • Collect and analyze data, create reports, review and explain trends; formulate and evaluate alternative solutions and/or recommendations to achieve the goals of the program or function.
  • Analyze and interpret policies; develop, revise and implement procedures.
  • Represent the program within the school. May also represent the program or function to external constituencies.

*Other duties may also be assigned.


  • Excellent customer service and interpersonal skills. 
  • Advanced computer skills and demonstrated experience with office software and email applications.

Experience in an academic setting preferred.


Bachelor's degree and three years of relevant experience, or combination of education and relevant experience.


  • Demonstrated ability to prioritize own work and multi-task.
  • Demonstrated excellent organizational skills. 
  • Demonstrated ability to take initiative and ownership of projects.
  • Ability to communicate effectively both orally and in writing. 
  • Ability to routinely and independently exercise sound judgment in making decisions.
  • Demonstrated experience working independently and as part of a team.
  • Relevant subject matter knowledge.
  • Ability to direct the work of others, for jobs requiring supervision.


  • Constantly perform desk-based computer tasks. 
  • Frequently stand/walk, sitting, grasp lightly/fine manipulation.
  • Occasionally use a telephone. 
  • Rarely lift/carry/push/pull objects that weigh 11-20 pounds.

* - 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.


  • May work extended hours or weekends.


  • 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,