Biology Administrative Coordinator — Hybrid (HMS)

SLAC; Palo Alto (CA); Hybrid; USD 55,000 - 62,000; Full time

Job summary

Stanford University’s Biology Department at Hopkins Marine Station in Pacific Grove, CA seeks an Administrative Coordinator to support finance, HR, events, and researcher workflows. Based at HMS with occasional Stanford campus visits, you will manage expense tracking, PO processing, calendar management, and document administration for a large academic community.

The role requires strong communication, attention to detail, and ability to work independently with discretion on sensitive matters.

Qualifications

• Autonomy and independent decision-making in a busy academic setting.
• Strong interpersonal communication with faculty, staff, and students across HMS and Stanford Campus.
• Experience with financial transaction processing (reimbursements, requisitions, budgets).
• Familiarity with grant/proposal submission processes and academic personnel workflows.
• Proficiency with web-based tools such as Smartsheet, Google Suite, or similar platforms.
• Experience coordinating events, conferences, or seminars and liaising with local vendors.
• Ability to interpret and apply university policies and to handle confidential matters with discretion.

Responsibilities

• Handle expense tracking and purchase orders for the Biology community at HMS.
• Coordinate calendar management, meetings, and event logistics.
• Assist with submission of appointment and visa documents.
• Support budgeting, sponsor communications, and grant proposals.
• Coordinate lab supply orders and procurement documents.
• Partner with Finance, HR, and Student Services across HMS and Stanford Campus.
• Maintain documentation and web content as required by the department.

Skills

Autonomy

Interpersonal skills

Financial processing

Grant submissions

Event coordination

Policy interpretation

Team collaboration

Tools

Smartsheet

Google Suite

Job description

Stanford University’s Biology Department at Hopkins Marine Station in Pacific Grove, CA seeks an Administrative Coordinator to support finance, HR, events, and researcher workflows. Based at HMS with occasional Stanford campus visits, you will manage expense tracking, PO processing, calendar management, and document administration for a large academic community.

The role requires strong communication, attention to detail, and ability to work independently with discretion on sensitive matters.