Administrative Coordinator- Luo Lab

Howard Hughes Medical Institute (HHMI); Palo Alto (CA); On-site; USD 75,000 - 94,000; Full time

Job summary

The Luo Lab at Stanford University, affiliated with Howard Hughes Medical Institute, seeks an Administrative Coordinator to provide advanced administrative support to the Investigator and research team in a dynamic lab setting.

Responsibilities include budget preparation, grant submission, travel arrangements, calendar management, and coordination of events. The role emphasizes confidentiality, independent action, and collaboration with lab staff and Stanford offices.

Qualifications

• Bachelor's degree or equivalent combination of education and relevant work experience.
• Five or more years of increasingly responsible administrative experience.
• Experience working in a research environment preferred.
• Advanced computer skills; proficient in Microsoft Office Suite as well as office equipment.
• Ability to communicate required information, draft routine correspondence, and basic reports.

Responsibilities

• Perform complex document preparation assignments.
• Compose, proofread, research, and compile letters and/or special reports.
• Maintain office calendar and schedule meetings, conferences, and events.
• Respond to inquiries and resolve issues within established policies.

Skills

Advanced computer skills

Microsoft Office

Office equipment handling

Budget monitoring

Education

Bachelor's degree or equivalent

Tools

Smartsheet

Google Suite

Job description

Primary Work Address:

Beckman Center, Stanford, CA, 94305-5323 Current HHMI Employees.

The laboratory of Dr. Liqun Luo is seeking is seeking a driven and organized Administrative Coordinator to join our group at Stanford University. The Luo Lab is interested in the development and organization of the brain – from individual neurons to complex neural circuits. Working in flies and mice, Luo and his team have designed and applied genetic tools to characterize mechanisms of neural development, including growth cone signaling, dendrite morphogenesis, axon pruning, and wiring specificity of neural circuits. In addition, they are studying the anatomical organization and functional properties of neural circuits in adult animals. The team has a continuing interest in creating tools to probe neural circuit assembly and organization.

More information about the lab and their work can be found at https://luolab.stanford.edu/.

About the Administrative Coordinator Role:

You will support the Investigator and research team by providing analytical and specialized administrative support through performance of wide range of advanced administrative duties. Duties and tasks are complex in nature where considerable judgment, independent action and a high degree of initiative are required in resolving issues and making recommendations. Work is performed under minimal supervision. Act independently to determine methods and procedures on new assignments. Performs administrative duties in areas such as budget preparation, monitoring, grant submission and special projects. Serve as administrative liaison to Science Operations Office (SOO) and host institution administrative offices.

What we provide:

A fun, positive, and inclusive research environment. Access to the vibrant SF Bay area research community including Stanford University, the Stanford School of Medicine, UCSF, UC Berkeley, CZI, UCSC and UC Davis. A competitive compensation package, with comprehensive health and welfare benefits. An opportunity to live and work in the inclusive and cosmopolitan San Francisco Bay area, amidst the beauty of Northern California.

What you’ll do:

• Perform complex document preparation assignments.
• Compose, proofread, research, and compile letters and/or special reports.
• Maintain office calendar.
• Schedule and coordinate meetings, committee activities, conferences, and special events.
• Respond to inquiries and resolve issues within established policies and guidelines.
• Recognize when to escape resolution to superiors.
• Maintain records of Institute policies and procedures and communicate changes to appropriate personnel.
• Collect and assemble data used in preparation of laboratory budget.
• Implement approved budgets and monitor expenditures of funds; review monthly budget reports and investigate variances.
• Make travel arrangements and appointments.
• Familiarity with grant/proposal submission processes and Fellowship applications.
• Proficiency with web-based tools such as Smartsheet, Google suite, or similar platforms.
• Experience coordinating events, and seminars.
• Ability to interpret and apply university policies and procedures, and to exercise sound judgment on sensitive or confidential matters.
• Website administration.
• Handling expense tracking, purchase orders, coordinating lab supply orders and preparing equipment procurement documents and business justifications.
• Collaborates with the Biology Department staff in Finance, HR, and Student Services.

What you bring:

• Bachelors degree; or an equivalent combination of education and related work experience.
• Five or more years of increasingly responsible administrative experience.
• Experience working in a research environment preferred.
• Advanced computer skills; proficient in Microsoft office suite as well as being skilled in the use of office equipment.
• Ability to communicate required information, draft routine correspondence, and basic reports, keep accurate records of work performed.
• Ability to work inclusively and collaboratively with a diverse population.
• Generally experienced in job duties and in the principles and practices associated with those duties with an understanding of the underlying principles.
• Fully understands their role in the laboratory and in related units as well as understanding how the job relates to the organization.
• Ability to learn tasks independently and to apply experience to develop new techniques.
• Actively seeks opportunities to increase skills and expertise.
• Remains technically and administratively current in job.

Physical Requirements

Remaining in a normal seated or standing position for extended periods of time; reaching and grasping by extending hand(s) or arm(s); dexterity to manipulate objects with fingers, for example using a keyboard; communication skills using the spoken word; ability to see and hear within normal parameters; ability to move about workspace. The position requires mobility, including the ability to move materials weighing up to several pounds (such as a laptop computer or tablet). Persons with disabilities may be able to perform the essential duties of this position with reasonable accommodation. Requests for reasonable accommodation will be evaluated on an individual basis.

Please Note:

This job description sets forth the job’s principal duties, responsibilities, and requirements; it should not be construed as an exhaustive statement, however. Unless they begin with the word “may,” the Essential Duties and Responsibilities described above are “essential functions” of the job, as defined by the Americans with Disabilities Act.

Compensation and Benefits

Our employees are compensated from a total rewards perspective in many ways for their contributions to our mission, including competitive pay, exceptional health benefits, retirement plans, time off, and a range of recognition and wellness programs. Hiring Pay Range $74,880.00 - $93,600.00 Pay Type: Annual The posted range reflects HHMI’s good faith estimate of the anticipated hiring salary range for this role at the time of posting. Actual hiring compensation is determined by a candidate’s qualifications, experience, and internal equity.

HHMI is an Equal Opportunity Employer

We use E-Verify to confirm the identity and employment eligibility of all new hires. Howard Hughes Medical Institute (HHMI) is an independent, ever-evolving philanthropy that supports basic biomedical scientists and educators with the potential for transformative impact. We make long-term investments in people, not just projects, because we believe in the power of individuals to make breakthroughs over time.

Why HHMI

To move science forward we need a diverse collection of talents, expertise, and backgrounds in scientific research and science education, as well as communications, finance, human resources, information technology, investments, law, and operations. At HHMI, we encourage collaborative and results-driven working styles and offer an adaptable environment where employees can do their best work. What makes us strong is the diversity of our perspectives. We work to promote a culture of inclusion in our work environments and across the greater scientific community. To find more information about us and the steps we're taking to make HHMI a more inclusive organization, visit our About Us page.

Applicants have rights under federal employment laws. For more information about your rights as an applicant, please review these posters: Family and Medical Leave Act (FMLA), Know Your Rights, and Employee Polygraph Protection Act (EPPA).