Postdoctoral Coordinator/Division Administrator

Location
California, United States
Posted
14 Feb 2019
End of advertisement period
14 Apr 2019
Ref
81974
Contract Type
Permanent
Hours
Full Time

The Division of Endocrinology, Gerontology and Metabolism at Stanford University is a leading center for research, clinical studies, consultation, and treatment.  It has a long history of major contributions in basic and clinical research, a record of training fellows for academic and clinical careers, and a commitment to providing care for patients with complex endocrine diseases.

We are seeking a Postdoc Coordinator/Division Administrator that is responsible for the coordination of all postdoctoral related duties within the Division of Endocrinology. The candidate will work closely with the Office of Post-Doctoral Affairs (OPA) and Bechtel International in processing appointments, terminations and visas. The candidate will also provide high-level administrative support to faculty and staff within the Division including but not limited to calendaring, travel arrangements, reimbursements, and serve as the Emergency Preparedness Coordinator.

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 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.
  • 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.
  • Visa processing.
  • Other duties may also be assigned

DESIRED QUALIFICATIONS:

  • Two year college degree and one year of relevant experience, or combination of education and relevant experience.
  • Strongly prefer candidates with prior Stanford Postdoc Coordinating experience.
  • GFS experience.
  • Visa processing experience.

EDUCATION & EXPERIENCE (REQUIRED):

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

KNOWLEDGE, SKILLS AND ABILITIES (REQUIRED):

  • 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.
  • 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

PHYSICAL REQUIREMENTS*:

  • 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.

WORKING CONDITIONS:

May work occasional evenings.

WORK STANDARDS:

  • 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, http://adminguide.stanford.edu.

Job Family: Administration
Job Series: Administrative Associate
Job Code: 4103
Grade: F
Exemption: Non-exempt
Schedule: Full-time

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