Postdoc Coordinator (Hybrid Opportunity)

Stanford University; Palo Alto (CA); On-site; USD 70,000 - 95,000; Full time

Job summary

Stanford University’s Department of Medicine seeks a Postdoc Coordinator to support our educational team. This Administrative Associate 3 role oversees postdoctoral appointment procedures, visa processing, payroll, benefits, and leave coordination, serving as the liaison with key university offices.

Hybrid opportunity with responsibilities spanning calendar management, event coordination, budget oversight, and documentation.

Qualifications

• High school diploma and four years of administrative experience.
• Strong organizational and attention to detail.
• Excellent verbal and written communication skills.
• Ability to manage calendars, travel, events, and budgets.

Responsibilities

• Act on behalf of supervisor to establish priorities and resolve administrative problems.
• Schedule, organize, and operate conferences, seminars, and events within budget.
• Draft documents for presentations, handouts, grants, and reports; edit and fact-check.
• Plan calendars, resolve conflicts, and arrange travel per policies.
• Create complex reports and spreadsheets using specialized software.
• Oversee financial transactions, monitor budgets, and reconcile statements.
• Coordinate routine maintenance and office moves or renovations.
• May supervise staff and set deadlines while reviewing work quality.

Skills

Advanced computer skills

Organizational skills

Verbal and written communication

Customer service

Prioritization and multitasking

Initiative and ownership

Judgment and decision making

Education

High school diploma

Job description

The Department of Medicine at Stanford University is a diverse group of clinicians, researchers, educators, staff, and trainees working across over a dozen divisions and centers. We are committed to improving our local community's health and the world at large through patient care, biomedical research, professional education, and training. Our goal is to advance the science of medicine and provide compassionate, innovative healthcare to all patients. We prioritize delivering exceptional, comprehensive training in a scholarly setting for the future generation of academic leaders.

We are looking for a Postdoc Coordinator (Administrative Associate 3) to join our centralized educational team. This role is crucial in enhancing the educational experience of our postdoctoral scholars by providing essential administrative and operational support under the guidance of the Postdoc Programs Manager.

The Postdoc Coordinator will oversee the complete cycle of postdoctoral and visiting scholar appointment procedures, including visa processing, payroll management, benefits administration, and leave coordination. The coordinator will serve as the primary liaison between postdocs, division leadership, and key university offices such as the Office of Postdoctoral Affairs, Student Affairs, and the Bechtel International Center.

The Department of Medicine's Educational Program Office believes Stanford's future success will be shaped by its community's diverse perspectives, unique experiences, and inclusive culture. We encourage applications from candidates who share our commitment to these principles.

This is a hybrid opportunity.

Responsibilities

Core Duties:

• Act on behalf of the supervisor, department manager, or chair inregards to establishing priorities and identifying and resolvingproblems 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 productionand distribution of materials, administering logistics, and managingevent within budget.
• Compose and draft documents and correspondence for presentations,course handouts, grants, conferences, seminars, and reports. Performsubstantial editing and fact checking. Create, maintain, modify, and/orensure accuracy of content in various unit documents, displays, reports,brochures, social media, and/or websites.
• Plan and schedule calendar(s) with limited consultation, resolvecalendaring conflicts, and arrange travel in compliance with unit,university, and sponsor policies.
• Create complex reports and spreadsheets which may utilizespecialized software and systems.
• Oversee and/or process a variety of complex financialtransactions; produce, monitor, and reconcile budget statements;research, identify, and resolve discrepancies. May assist with capitalor special equipment requests and/or vendor selection.
• Coordinate and monitor routine maintenance services completion.Plan and coordinate office moves and/or minor renovationprojects.
• May lead staff or supervise day-to-day work of student and/ortemporary workers, including scheduling, assigning, and prioritizingworkloads, setting appropriate deadlines, reviewing work for quality andtimeliness, and providing performance review input.

Minimum Education andExperience

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

Knowledge, Skills and Abilities:

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