Grant & Operations Coordinator, Biology Dept

Stanfordlivetickets; Palo Alto (CA); Hybrid; USD 114,616,000 - 128,943,000; Full time

Job summary

The Department of Biology at Stanford University seeks an experienced Administrative Coordinator to support the Biology community at Hopkins Marine Station in Pacific Grove, CA, with occasional visits to the Stanford Main campus. This 100% FTE, non-exempt position handles expense tracking, purchase orders, calendar management, and documentation workflows.

You will coordinate grant proposals and fellowships, manage budgeting and sponsor communications, and assist with annual progress reports.

Qualifications

• Autonomy in a collaborative academic environment.
• Experience with financial transaction processing (PCard/TCard, reimbursements, budget reconciliation).
• Familiarity with grant/proposal submission processes and academic personnel processes.

Responsibilities

• Provide primary administrative support for the Biology community at HMS, including expense tracking, PO management, calendar coordination, and documentation.
• Assist with appointment and visa documents, grant proposals and budgeting, and sponsor communications.
• Coordinate lab supply orders and prepare procurement documents and business justifications.
• Collaborate with Finance, HR, and Student Services teams to support department operations.

Skills

Autonomy

Interpersonal skills

Financial processing

Grant submission

Smartsheet/Google suite

Event coordination

Policy interpretation

Job description

The Department of Biology at Stanford University seeks an experienced Administrative Coordinator to support the Biology community at Hopkins Marine Station in Pacific Grove, CA, with occasional visits to the Stanford Main campus. This 100% FTE, non-exempt position handles expense tracking, purchase orders, calendar management, and documentation workflows.

You will coordinate grant proposals and fellowships, manage budgeting and sponsor communications, and assist with annual progress reports.