Project Activation Coordinator

California, United States
05 Oct 2019
End of advertisement period
05 Dec 2019
Contract Type
Fixed Term
Full Time

The School of Medicine is seeking a Project Activation Coordinator to provide administrative and operational support for upcoming Stanford campus moves to the Biomedical Innovation (BMI) and Center for Academic Medicine (CAM) buildings. This position will work under the supervision of the Director of Transition Strategies to coordinate move communication, building service activation and initial operational needs to help seamlessly support the faculty and staff moves within the school.

Duties include:

  • Maintain and update a master project plan.
  • Follow up with internal and/or external stakeholders on scheduled project deliverables.
  • Perform representative project-associated duties including: project management processes &/or workflows maintenance; document and process change requests; monitor project scope, schedule, and budget, and report deviations and concerns to the project manager; monitor and/or perform assigned business integration, closeout, or commissioning logistics; compile due diligence data; perform analysis for vendor selection; perform vendor outreach (e.g., collecting safety plans, permitting, warranties); review and reconcile invoice integrity; liaise on invoice payment; perform incidental purchasing to support projects; support and follow-up on project-specific safety requirements ; coordinate project closeout details.
  • Compile data and generate ad hoc reports and metrics related to any project phase.

* - Other duties may also be assigned.


  • 2-3 years of administrative experience.
  • Strong computer skills, including use of Microsoft Office (Word, Excel and PowerPoint, Outlook).
  • Strong communication skills, both verbal and written.
  • Proven project coordination skills, strong organizational skills and the ability to remain flexible in a constantly changing and demanding environment.
  • Ability to problem solve independently while managing multiple tasks with competing priorities.
  • Previous Stanford experience preferred.


  • Associate degree or equivalent work experience or two years relevant experience.


  • Polished written and oral communication skills to address a wide variety of audiences.
  • Demonstrated multi-tasking ability to manage multiple parallel projects and competing priorities.


  • Frequently sit, perform desk-based computer tasks, grasp lightly/fine manipulation and lift/carry/push/pull objects that weigh up to 10 pounds.
  • Occasionally stand/walk, write by hand, twist/bend/stoop/squat and lift/carry/push/pull objects that weigh up to 20 pounds.
  • Rarely use a telephone, kneel, crawl, climb ladders, reach/work above shoulder, grasp forcefully.

* - 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 be exposed to extreme hot and cold temperatures, be exposed to high voltage electricity, radiation or electromagnetic fields, lasers, noise > 80dB TWA, allergens/biohazards/chemicals /asbestos, or heavy metals or work on roofs at heights greater than 10 ft.
  • Travel locally and cross-university.


  • When conducting university business, must comply with the California Vehicle Code and Stanford University driving requirements.
  • 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,

Additional Information

  • Schedule: Full-time
  • Employee Status: Regular
  • Grade: G

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