Administrative Coordinator (Hybrid Opportunity)

About the role

The Stanford Center for Asian Health Research and Education (CARE), under the Division for Research and Education in Academic Medicine (DREAM), is the only medical center among top US universities devoted to advancing the health of Asians worldwide through increasing knowledge, empowering education, and positively impacting clinical care. Stanford CARE is seeking a highly motivated and detail-oriented Administrative Coordinator (Administrative Associate 2) to provide administrative and program coordination support under general supervision. This position will primarily focus on supporting CARE's youth education initiatives — including the CARE Explorers high school program — while also contributing to CARE's broader event and operations activities. This role requires the ability to work in a hybrid environment and will report to CARE's Associate Director of Operations, with a dotted-line relationship to the Education Program Manager for the CARE educational programming duties, and Operations Specialist for event-related duties.

Responsibilities

• Overseeing the day-to-day planning, logistics, and operational execution of CARE's youth summer program – Stanford CARE Explorers – serving as the primary on-site point of contact for students, parents, and staff.
• Collecting and managing all program registration documentation, including registration forms, medical waivers, and consent forms, in compliance with Stanford University policies.
• Developing and maintaining detailed program schedules, including room reservations, catering, parking, and communications with participants, families, speakers, and staff.
• Ensuring all safety protocols are followed and that programs comply with relevant regulations and guidelines.
• Collecting participant and family feedback to assess program quality and drive continuous improvement.
• Supporting Stanford CARE events, conferences, seminars, and webinars under the direction of the Operations Specialist, including logistics coordination, vendor liaison, travel support to visitors and faculty, and materials preparation.
• Drafting and generating routine communications and coordinating the production and dissemination of program and event materials.
• Other duties may also be assigned.
• Respond to inquiries, and determine and take appropriate action as required.
• Serve as a resource regarding a defined set of policies and procedures.
• Perform duties associated with scheduling, organizing, and operating conferences, seminars, and events, including recommending vendors for services, overseeing the production and distribution of materials, coordinating logistics, and serving as liaison with internal and external vendors.
• Draft and/or generate routine communications; coordinate production (formatting, copying, etc.) and dissemination of documents, such as presentations, course handouts, grant proposals, conference and seminar materials, reports, brochures, and displays.
• Plan and schedule calendar(s) based on consultation, resolve calendaring conflicts, and arrange travel in compliance with