Administrative Coordinator, Science Operations Office –Stanford University

Primary Work Address: Beckman Center, Stanford, CA, 94305-5323

Current HHMI Employees, click here to apply via your Workday account.

We have an exciting opportunity for an Administrative Coordinator at HHMI working in the Science Operations Office located at Stanford University in Stanford, California. The role involves assisting the Science Operations Services (SOS) in the delivery of financial, procurement and lab management services to assigned HHMI research laboratories at Stanford.

This is an opportunity to work at a world class research organization, supporting science that is fundamentally changing how we look at and interact with the world around us. We are ideally targeting a self-motivated, curious, and responsible candidate. This role serves as an integral part of the operational support that is provided to our scientific labs, and as such we are targeting someone with a strong understanding of customer service, relationship building, time management, and prioritizing competing tasks.

This role will be part of a hybrid work environment, with the weekly expectation of 2-3 days on-site in the Stanford office and the remainder remote. 

What we provide:

• A team that values and champions a culture of continuous learning, creativity, collaboration, and interdisciplinary thinking!  

• A role that is well positioned to support an organization that is fundamentally changing the scientific landscape by implementing initiatives with emphasis on core values, development, diversity, equity, and inclusion. 

• A mission driven team that is passionate about the work they do and an environment where colleagues help each other. 

• A comprehensive total rewards package that includes competitive pay with a 10% employer contribution to your retirement, a hybrid work schedule, broad benefits options and much more! 

What you’ll do:

• Reconcile travel and expense reimbursements, as well as invoices and other financial records for both the SOO and supported labs.

• Perform office administration duties including meeting logistics, event planning, supplies/equipment ordering, special projects, and other relevant administrative duties as assigned.

• Serve as a liaison with lab staff, coordinating with host institute support services when necessary and directing questions from the labs to the appropriate personnel.

• Process transactions related to employee onboarding, off-boarding, renewals and status changes.

• Coordinate with appropriate individuals on visa processing and renewals.

• Provide training to lab members to ensure consistent application of HHMI policies, procedures, and processes.

• Collaborate with cross-functional teams on process improvement efforts as necessary.

• Provide training and support for HHMI systems such as Workday, Concur, and Emburse as necessary.

• Serve as back-up for other Science Operations Associates and support ad-hoc projects when needed.

• Assist with laboratory asset inventory and tagging.

What you bring:

• Bachelor’s degree or equivalent combination of education and experience.

• Three years of increasingly responsible administrative experience.

• Experience with Stanford University��s systems and applications, or in a higher education or research environment desirable.

• Excellent computer skills across a variety of mediums are required, with at least intermediate proficiency in Microsoft Office 365.

• Prior experience with Workday, Concur, Emburse and/or Ariba would be a plus.

• Ability to work independently, communicate information accurately and remain calm under pressure.

• Strong analytical skills, good judgment, high attention to detail, and the ability to work inclusively and collaboratively with a diverse population.

• Ability to operate with discretion and maintain confidentiality of records.

Physical Requirements

Remaining in a normal seated or standing position for extended periods of time; reaching and grasping by extending hand(s) or arm(s); dexterity to manipulate objects with fingers, for example using a keyboard; communication skills using the spoken word; ability to see and hear within normal parameters; ability to move about workspace. The position requires mobility, including the