Administrative Coordinator

Brief Position Summary

We are seeking an experienced Administrative Coordinator to join our team of administrators who support the research and teaching missions of the Department of Biology. Based at Hopkins Marine Station (HMS) in Pacific Grove, CA, this Administrative Coordinator serves as the primary administrative support for the Biology community.

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.
• Cook up and coordinate lab supply orders and prepare equipment procurement documents and business justifications.
• Collaborate with the Biology Department staff in finance, HR, and Student Services teams, serving as a key advocate for the Biology community at HMS.
• Collaborate with other staff at the HMS from the Oceans Department and the Library.

Preferred Requirements

• Demonstrated ability to operate with significant autonomy.
• Strong interpersonal skills and ability to partner effectively with faculty, staff, students located at HMS and on the Stanford Campus.
• 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.
• Proficiency with web-based tools such as Smartsheet, Google suite, or similar platforms.
• Experience coordinating events, conferences, or seminars, and connecting with local vendors near HMS.
• Able to interpret and apply university policies and procedures, and to exercise sound judgment on sensitive or confidential matters.