Administrative Coordinator

Location: Stanford

Note:
This position has been deemed critical by the School of Medicine and is exempt from the hiring freeze.

Stanford University School of Medicine is world renowned for leading edge education, research, patient care and medical advancements. The Department of Educational Programs and Services (EPS) is home to departments and programs that are central to the educational mission of the Stanford University School of Medicine. We serve all populations of students and trainees who participate in the School's programs:
Stanford MD, MS, MSPA, and PhD students; visiting MD students seeking clinical clerkships; postdoctoral scholars and medical fellows; and medical practitioners seeking further professional enrichment. Our goal is to provide a Stanford School of Medicine experience worthy of our students' and trainees' talents, aspirations, and dedication.

The position will be based on the Stanford campus and will be considered for an option of telecommuting from within the Bay Area, subject to operational needs and departmental approval.

Job Purpose

The Administrative Coordinator provides comprehensive administrative and operational support to the Mental Health Team (MHT) and broader EPS programs. A key focus of the role is managing financial processes—including purchasing, reimbursements, and budget reconciliation—to ensure accuracy, compliance, and timely resolution of discrepancies across units.

Core Duties

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.

Create complex reports and spreadsheets which may utilize specialized software and systems.

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.

pMay lead staff or supervise day-to-day work of student and/or temporary workers, including scheduling, assigning, and priorit workloads, setting appropriate deadlines, reviewing work for quality and timeliness, and providing performance review.

* - Other duties may also be assigned

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.

Work…