Administrative and Operations Coordinator

This position has been deemed critical by the School of Humanities and Sciences Dean’s Office and is exempt from the hiring freeze. Work Arrangement: Remote with possible occasional on-campus visit to Stanford University Main Campus and at Hopkins Marine Station in Pacific Grove Budgeted Salary: This is a remote position. Actual salary will be based on the candidate's geographical location. The School of Humanities and Sciences (H&S) is the foundation of a liberal arts education at Stanford. The school encompasses 24 departments and 25 interdisciplinary programs. H&S is home to fundamental and applied research, where free, open, and critical inquiry is pursued across disciplines. As the university’s largest school, H&S serves as the foundation of a Stanford undergraduate education no matter which discipline students pursue as a major. Graduate students work alongside world-renowned faculty to pursue and shape foundational research that leads to breakthroughs and discoveries that shed new light on the past, influence the present, and shape the future. Together, faculty and students in H&S engage in inspirational teaching, learning, and research every day. Department/Program Description: The Department of Biology at Stanford University is devoted to discovering fundamental knowledge of the living world: from the behavior of single molecules to dynamics of cells, organisms, populations, and interactions of biological systems with our planet. We are dedicated to developing innovative training experiences for the next generation of biologists and to building an inclusive learning environment that unites members from diverse disciplines and life experiences. The Department is the largest in the School of Humanities and Sciences with over 100 active and emeritus faculty, lecturers and research staff, over 240 PhD and postdoc trainees and over 60 non-academic staff who advance the department’s research and teaching missions. The department serves over 220 undergraduate students who major in Biology and more than 3,600 enrollees in our courses each year. Learn more about the department at biology.stanford.edu. Position Summary The Department of Biology seeks an Administrative and Operations Coordinator to provide critical support across multiple functions. This role encompasses a broad range of departmental support to various administrative groups within the Department of Biology on the Main Campus, Hopkins Marine Station (HMS), and Jasper Ridge Biological Preserve (JRPB). The Administrative and Operations Coordinator will provide administrative support to faculty and the research groups by tracking expenses, submitting purchase orders, coordinating meetings and events, gathering documents for research grant proposals and progress reports, administer web-based tools (i.e. SmartSheets and Google Suite), update websites and manage calendars, etc. The incumbent will work with a high level of independence and partner with faculty, staff within the Department, the School of Humanities and Sciences as well as the Doerr School of Sustainability. The incumbent coordinates department events and the speaker series, handling logistics, vendor arrangements, budgets, and travel/accommodations for speakers. This position also drafts and manages key documents, including compiling faculty promotion files and search materials, and handling general correspondence and inquiries related to faculty search process. Additionally, the Coordinator processes complex financial transactions such as PCard/TCard use, reimbursements, purchase requisitions, and spending reconciliation for faculty grant and unrestricted accounts. This is a 100% FTE, fixed-term, non-exempt position through February 28, 2027. Preferred Requirements Demonstrated ability to operate with significant autonomy. Experience with financial transaction processing (PCard/TCard, reimbursements, purchase requisitions, budget reconciliation) Familiarity with grant/proposal submission processes and academic personnel processes (e.g., faculty search and promotion file compilation) is highly desirable, ideally in a higher education or research environment Excellence in drafting correspondence, reports, and official documents Proficiency with web-based tools such as Smartsheet, Google Forms/Surveys, or similar platforms Experience coordinating events, conferences, or seminars, including vendor management and logistics coordination. Ability to interpret and apply university policies and procedures, and to exercise sound judgment on sensitive or confidential matters Strong interpersonal skills and ability to partner effectively with faculty, staff, students located at HMS and on the Stanford Campus. Discretion in handling confidential personnel and academic matters (e.g., faculty promotion and search files) Core Duties : 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.