Lab Operations Coordinator (Hybrid Opportunity)

Stanford University; Palo Alto (CA); Hybrid; USD 70,000 - 100,000; Full time

Benefits offered by this job

Hybrid work model

Professional development resources

Collaborative culture

Job summary

Stanford University invites applications for a Lab Operations Coordinator (Administrative Associate 3) in the Division of Computational Medicine within the Department of Medicine. This role provides critical administrative support to Dr.

Jonathan Chen, acting as a liaison for lab operations, travel, and compliance. You will manage calendars, IRB processes, vendor coordination, and document maintenance while collaborating with faculty leadership in a hybrid onsite/remote setting.

Qualifications

• High school diploma and four years of administrative experience.
• Strong organizational and multitasking abilities.
• Excellent written and verbal communication skills.
• Proven ability to manage schedules, travel, and events.

Responsibilities

• Serve as administrative partner to Dr. Chen and lab; manage priorities.
• Support IRB submissions, renewals, and amendments.
• Organize Slack, Google Drive, and mailing lists; ensure accessibility of resources.
• Coordinate domestic and international travel per policies.
• Maintain CV and biosketch; update faculty documents.
• Complete COI forms and track submission deadlines.
• Plan and coordinate lab meetings, seminars, and events.
• Process reimbursements and verify purchasing transactions.
• Update content on the lab website.

Skills

Office software

Email apps

Project coordination

Organization skills

Communication

Time management

Education

High school diploma + 4 years experience

Job description

Job Description

The Division of Computational Medicine in the Stanford Department of Medicine is advancing the future of health through data science, biomedical informatics, and interdisciplinary research. Our faculty are national leaders driving innovation that transforms complex data into meaningful clinical impact.

Job Description

The Division of Computational Medicine in the Stanford Department of Medicine is advancing the future of health through data science, biomedical informatics, and interdisciplinary research. Our faculty are national leaders driving innovation that transforms complex data into meaningful clinical impact. We are seeking a motivated, detail-oriented, and service-driven Lab Operations Coordinator (Administrative Associate 3) to provide dedicated administrative support to Dr. Jonathan Chen, MD, PhD, Associate Professor of Medicine and Director for Medical Education in Artificial Intelligence. This role is ideal for someone who enjoys working closely with faculty in a dynamic academic environment, thrives on organization, and wants to build a career in academic and research administration.

About The Role

Reporting to the Division Administrative Supervisor, the Lab Operations Coordinator serves as his primary administrative partner, managing the day-to-day operations that allow him to focus on research, teaching, and clinical care. This role offers close working exposure to faculty leadership, research compliance, and the operations of a nationally recognized clinical AI research program.

What You'll Do

• Serve as a key administrative point of contact for Dr. Chen, his lab, and collaborators, managing priorities and resolving day-to-day administrative issues.
• Provide administrative support for IRB submissions, renewals, and amendments, tracking deadlines and helping ensure timely compliance.
• Manage Slack channels, Google Drive folders, and mailing lists, keeping digital resources organized and accessible.
• Manage Dr. Chen's calendar and coordinate domestic and international travel in compliance with university and sponsor policies.
• Maintain and update Dr. Chen's CV, biosketch, and other faculty-related documents.
• Complete financial disclosure and conflict of interest (COI) forms and track submission deadlines.
• Plan and coordinate events, including lab meetings, seminars, and larger division events.
• Process reimbursements and verify PCard/TCard and other purchasing transactions with accuracy and attention to compliance.
• Update and maintain content on Dr. Chen's lab website.

Why Join Computational Medicine?

This role offers more than day-to-day administrative support — it's an opportunity to work closely with a faculty leader shaping the future of clinical AI, while building expertise in research compliance, faculty support, and financial administration. Stanford offers robust professional development resources, internal mobility opportunities, and a collaborative culture that supports long-term career growth. This position is offered as a hybrid role (onsite 2-3 days/week), subject to operational needs.

Responsibilities

• Act on behalf of the supervisor, department manager, or chair in regards to establishing priorities and identifying and resolving problems that are administrative in nature.
• Oversee and/or perform duties associated with scheduling, organizing, and operating complex conferences, seminars, and events, including arranging with vendors for services, overseeing the production and distribution of materials, administering logistics, and managing event within budget.
• Compose and draft documents and correspondence for presentations, course handouts, grants, conferences, seminars, and reports. Perform substantial editing and fact checking. Create, maintain, modify, and/or ensure accuracy of content in various unit documents, displays, reports, brochures, social media, and/or websites.
• Plan and schedule calendar(s) with limited consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
• Create complex reports and spreadsheets which may utilize specialized software and systems.
• Oversee and/or process a variety of complex financial transactions; produce, monitor, and reconcile budget statements; research, identify, and resolve discrepancies. May assist with capital or special equipment requests and/or vendor selection.
• Coordinate and monitor routine maintenance services completion. Plan and coordinate office moves and/or minor renovation projects.
• May lead staff or supervise day-to-day work of student and/or temporary workers, including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, reviewing work for quality and timeliness, and providing performance review input.

Minimum Education And Experience

High school diploma and four years of administrative experience, or combination of education and relevant experience.

Knowledge, Skills And Abilities

• Advanced computer skills and demonstrated experience with office software and email applications.
• Demonstrated success in following through and completing projects.
• Excellent organizational skills and attention to detail.
• Excellent Strong verbal and written communication skills.
• Excellent customer service and interpersonal skills.
• Ability to prioritize, multi-task, and assign work to others.
• Ability to take initiative and ownership of projects.
• Ability to routinely and independently exercise sound judgment in making decisions.