Administrative Coordinator (Hybrid Opportunity)

Stanfordlivetickets; Palo Alto (CA); Hybrid; USD 55,000 - 65,000; Full time

Job summary

Stanford CARE seeks a highly motivated Administrative Coordinator to provide administrative and program coordination support for our youth education initiatives, including the CARE Explorers high school program. The role blends office duties with event and operations tasks in a hybrid environment.

Reporting to the Associate Director of Operations, you will manage registrations, schedules, safety compliance, and on-site logistics for summer programs, conferences, and webinars, with several

Qualifications

• Detail-oriented administrative coordination experience.
• Experience supporting programs and events is a plus.
• Comfortable in a hybrid work environment and coordinating with multiple stakeholders.

Responsibilities

• Overseeing day-to-day planning, logistics, and on-site coordination for CARE's youth summer program – Stanford CARE Explorers.
• Managing registration documents, waivers, and consent forms in line with Stanford policies.
• Developing program schedules, including room reservations, catering, parking, and participant communications.
• Ensuring safety protocols and compliance with relevant regulations and guidelines.
• Collecting participant feedback to assess program quality and drive continuous improvement.
• Supporting CARE events, conferences, seminars, and webinars with logistics, vendor liaison, travel support, and materials preparation.
• Drafting routine communications and coordinating production and dissemination of program materials.
• Hybrid role with 2 days onsite per week at 3180 Porter Dr; daily on-site presence during on-campus programs.

Skills

Detail-oriented

Administrative coordination

Event support

Job description

The Stanford Center for Asian Health Research and Education (CARE), under the Division for Research and Education in Academic Medicine (DREAM), is the only medical center among top US universities devoted to advancing the health of Asians worldwide through increasing knowledge, empowering education, and positively impacting clinical care.

Stanford CARE is seeking a highly motivated and detail-oriented Administrative Coordinator (Administrative Associate 2) to provide administrative and program coordination support under general supervision. This position will primarily focus on supporting CARE's youth education initiatives — including the CARE Explorers high school program — while also contributing to CARE's broader event and operations activities. This role requires the ability to work in a hybrid environment and will report to CARE's Associate Director of Operations, with a dotted-line relationship to the Education Program Manager for the CARE educational programming duties, and Operations Specialist for event-related duties.

Duties include:

• Overseeing the day-to-day planning, logistics, and operational execution of CARE's youth summer program – Stanford CARE Explorers – serving as the primary on-site point of contact for students, parents, and staff.
• Collecting and managing all program registration documentation, including registration forms, medical waivers, and consent forms, in compliance with Stanford University policies.
• Developing and maintaining detailed program schedules, including room reservations, catering, parking, and communications with participants, families, speakers, and staff.
• Ensuring all safety protocols are followed and that programs comply with relevant regulations and guidelines.
• Collecting participant and family feedback to assess program quality and drive continuous improvement.
• Supporting Stanford CARE events, conferences, seminars, and webinars under the direction of the Operations Specialist, including logistics coordination, vendor liaison, travel support to visitors and faculty, and materials preparation.
• Drafting and generating routine communications and coordinating the production and dissemination of program and event materials.
• This role is hybrid, with 2 days onsite at 3180 Porter Dr. per week. During our 2-week on-campus programs (e.g., our High School program), daily on-site presence is required to support events and programming.

* - Other duties may also be assigned