Finance and Operations Coordinator, Center for Human and Planetary Health

About the role

The Center for Human and Planetary Health is seeking a full-time Finance and Operations Coordinator to provide administrative and operational support for the Center and the Luby Lab. This role supports financial transactions including purchasing, reimbursements, and vendor payments, while coordinating operational activities such as travel, basic personnel processes, and general administrative support.

Responsibilities

• Coordinate financial transactions and administrative processes for the Center for Human and Planetary Health and the Luby Lab, including purchasing, reimbursements, and vendor payments using Stanford financial systems (e.g. Oracle Financials, iProcurement, Easy Pay, Egencia) in compliance with university policies.
• Process P-card and T-card transactions and support expense reimbursements in compliance with university policies.
• Assist with equipment requests, vendor setup, and vendor selection, including gathering quotes and required documentation.
• Routinely route invoices for approval and payment in accordance with Stanford policies.
• Compile and review transaction data for accuracy, resolve routine discrepancies, and escalate more complex issues to the Finance and Operations Manager as needed.
• Maintain financial files and documentation in accordance with established procedures.
• Operations Support:
  • Coordinate scheduling and logistics for Luby Lab meetings.
  • Aid in the preparation and submission of hiring paperwork for student workers, temporary staff, and contingent employees.
  • Care for onboarding and offboarding logistics with Woods HR, IT, and facilities teams.
  • Track equipment inventories and supplies used to support program and lab operations.
  • Organize and maintain operational documentation and shared files, including financial and administrative records, in Google Drive and internal tracking tools.
  • Care for routine maintenance services.
  • Support coordination of office moves and minor renovation projects.
  • Provide input on administrative workflow improvements and support the implementation of process updates.
  • Travel and Logistics:
    • Coordinate travel for HPH and Luby Lab members, including complex international itineraries and lodging, in alignment with Stanford travel policies.
    • Aid in the preparation and submission of travel paperwork for invited speakers, collaborators, and visiting researchers, including coordination of honoraria and reimbursement processing.
    • Support logistical coordination associated with international projects and collaborations.
    • Coordinate international shipments associated with HPH and Luby Lab projects.
• Other:
  • Provide backup administrative and operational support to the Program and Communications Coordinator for event logistics and other program activities as needed.
  • Provide backup administrative and operational support to the Woods admin and events team.

Qualifications

• High school diploma and four years of administrative experience, or a combination of education and relevant experience.
• 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, multitask, and assign work to others.
• Ability to take initiative and ownership of projects.
• Ability to routinely and independently exercise sound judgment in making decisions.

Preferred Qualifications

• 3-5 years of experience supporting financial administration in an academic or grant-funded environment.
• Experience supporting research programs, faculty-led projects, or interdisciplinary teams in a university or research setting.
• Demonstrated experience supporting purchasing, reimbursements, and financial transactions in an academic, research, or grant-funded environment.
• Strong knowledge of Stanford University systems and policies.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Strong interpersonal skills and ability to work collaboratively with faculty, staff, and external partners.
• Proficiency with office software, spreadsheets, and financial tracking tools.
• Experience coordinating international travel and logistics.
• Interest in or familiarity with human and planetary health, environmental sustainability, or global health research.