Administrative Coordinator, Biology Dept (On-Site)

Stanford University School of Medicine; Palo Alto (CA); On-site; USD 55,000 - 62,000; Full time

Job summary

Stanford University Biology Department seeks an experienced Administrative Coordinator based at Hopkins Marine Station in Pacific Grove, CA. The role handles expense tracking, PO processing, meeting coordination, calendar management, and visa document support for the Biology community.

The position involves complex grant budgeting, sponsor communications, and annual progress reports, with collaboration across Finance, HR, and Student Services.

Qualifications

• High school diploma and four years of administrative experience.
• Strong written and verbal communication; attention to detail.
• Experience with financial transactions and grant/proposal processes is desirable.

Responsibilities

• Act on behalf of supervisor to set priorities and resolve administrative problems.
• Schedule, organize, and manage complex conferences, events, and travel within budget.
• Draft documents and correspondence; edit and maintain content across units.
• Prepare calendars, calendars, and travel arrangements in compliance with policies.
• Create complex reports and spreadsheets using specialized software.
• Oversee financial transactions, monitor budgets, and reconcile statements.
• Coordinate office moves and minor renovation projects.

Skills

Advanced computer skills

Organizational skills

Verbal and written communication

Customer service

Prioritize multi-task

Initiative

Judgment and decision-making

Education

High school diploma + 4 years admin experience

Tools

Smartsheet

Google Suite

Job description

Stanford University Biology Department seeks an experienced Administrative Coordinator based at Hopkins Marine Station in Pacific Grove, CA. The role handles expense tracking, PO processing, meeting coordination, calendar management, and visa document support for the Biology community.

The position involves complex grant budgeting, sponsor communications, and annual progress reports, with collaboration across Finance, HR, and Student Services.