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Student and Postdoc Coordinator

Stanford University

Job Description


The Neurosciences Interdepartmental Program (IDP) and Department of Neurobiology in the Stanford School of Medicine is seeking a Student and Postdoc Coordinator to provide administrative and operational support with limited supervision.

The Neurosciences IDP offers interdisciplinary training leading to a Ph.D. in Neuroscience. The primary goal of the program is to train students to become leaders in neuroscience research, education, and outreach. The Neurosciences IDP is one of the largest programs in the School of Medicine, with more than 90 graduate students and 125 affiliated faculty across the Schools of Medicine, Engineering, Humanities & Sciences, and the Wu Tsai Neurosciences Institute. The Department of Neurobiology is at the forefront of research investigating how neural circuits form, function and adapt, as well as how they fail in disease and how they can be repaired. The success of our work provides the insights needed treat neurological and neuropsychiatric disease.

The Student and Postdoc Coordinator will serve as an important team member, providing administrative, operational, and programming support for students, postdoctoral scholars, and faculty. This role is responsible for making recommendations and resolving routine first level decisions on issues regarding students, postdocs, and administrative matters using defined policies and practices and professional knowledge. 

The Student and Postdoc Coordinator is responsible for independently managing tasks including, but not limited to, coordinating meetings, events, and courses; processing financial transactions; entering, maintaining, and terminating postdoctoral scholar appointments; providing support to faculty, students, postdocs, and staff; and managing and maintaining office operations and equipment. 

Ideal candidates will be tech-savvy and have experience in event coordination, project and office management, and financial transactions. We are looking for a highly motivated self-starter who is resourceful and dependable with strong problem-solving and communication skills. This position requires a high level of organization, accuracy, multi-tasking, independence, sound judgment, and decision-making. It also requires a positive attitude and a passion for customer service and supporting others. Successful candidates will have the ability to adapt well to changing circumstances and interact well with administrative teams, faculty, postdocs, and students in a diverse and inclusive environment. 

This is an excellent opportunity for a strong administrative associate who is interested in education and student services.

This position is a hybrid role with the expectation for on-site work at least 2-3 days per week. This is a non-exempt position.

A resume and cover letter are required to be submitted to be considered. 


Duties include: 

  • 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.
  • 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.
  • Serve as custodian and verifier for purchasing and travel cards. Advise department card users on allowable and appropriate use of PCards and TCards.
  • Adhoc requests as necessary.

* - Other duties may also be assigned


DESIRED QUALIFICATIONS:

  • Prior experience working with education programs (students or postdocs).
  • Demonstrated interest and knowledge of higher education institutions and international student/scholar concerns.

EDUCATION & EXPERIENCE (REQUIRED):

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

KNOWLEDGE, SKILLS AND ABILITIES (REQUIRED):

  • 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. 
  • 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


PHYSICAL REQUIREMENTS*:

  • Constantly perform desk-based computer tasks.
  • Frequently sitting.
  • Occasionally stand/walk, reach/work above shoulders, grasp lightly/fine manipulation, grasp forcefully, use a telephone, sort/file paperwork or parts, lift/carry/push/pull objects that weigh up to 10 pounds.
  • Rarely twist/bend/stoop/squat, kneel/crawl.

* - Consistent with its obligations under the law, the University will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of his or her job.

WORKING CONDITIONS:
This position will require in-person work at the Stanford School of Medicine campus in Palo Alto, CA for at least 2 days per week. The work schedule for this position will be determined based on programmatic needs of the Neurosciences IDP and Department of Neurobiology.

WORK STANDARDS:

  • Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clients and with external organizations.
  • Promote Culture of Safety: Demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned.
  • Subject to and expected to comply with all applicable University policies and procedures, including but not limited to the personnel policies and other policies found in the University's Administrative Guide, http://adminguide.stanford.edu

The expected pay range for this position is $60,000 to $81,000 per annum.

Stanford University provides pay ranges representing its good faith estimate of what the university reasonably expects to pay for a position. The pay offered to a selected candidate will be determined based on factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, geographic location and external market pay for comparable jobs.

As an organization that receives federal funding, Stanford University has a COVID-19 vaccination requirement that will apply to all university employees, including those working remotely in the United States and applicable subcontractors. To learn more about COVID policies and guidelines for Stanford University Staff, please visit https://cardinalatwork.stanford.edu/working-stanford/covid-19/interim-policies/covid-19-surveillance-testing-policy


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