Lab Operations Coordinator (Hybrid Opportunity)

About the Role

The Division of Computational Medicine in the Stanford Department of Medicine is advancing the future of health through data science, biomedical informatics, and interdisciplinary research. This role provides dedicated administrative support to Dr. Jonathan Chen, MD, PhD, Associate Professor of Medicine and Director for Medical Education in Artificial Intelligence. Reporting to the Division Administrative Supervisor, the Lab Operations Coordinator serves as his primary administrative partner, managing day-to-day operations that allow him to focus on research, teaching, and clinical care. This position offers close working exposure to faculty leadership, research compliance, and the operations of a nationally recognized clinical AI research program.

Responsibilities

• Serve as a key administrative point of contact for Dr. Chen, his lab, and collaborators, managing priorities and resolving day-to-day administrative issues.
• Provide administrative support for IRB submissions, renewals, and amendments, tracking deadlines and helping ensure timely compliance.
• Manage Slack channels, Google Drive folders, and mailing lists, keeping digital resources organized and accessible.
• Manage Dr. Chen's calendar and coordinate domestic and international travel in compliance with university and sponsor policies.
• Maintain and update Dr. Chen's CV, biosketch, and other faculty-related documents.
• Complete financial disclosure and conflict of interest (COI) forms and track submission deadlines.
• Plan and coordinate events, including lab meetings, seminars, and larger division events.
• Process reimbursements and verify PCard/TCard and other purchasing transactions with accuracy and attention to compliance.
• Update and maintain content on Dr. Chen's lab website.
• Act on behalf of the supervisor in establishing priorities and identifying/resolving administrative problems.
• Oversee and perform duties associated with scheduling, organizing, and operating complex conferences, seminars, and events, including vendor arrangements, logistics, and budget management.
• Compose, draft, and edit documents and correspondence for presentations, grants, conferences, and reports.
• Create, maintain, and ensure accuracy of content in unit documents, displays, reports, brochures, social media, and websites.
• Plan and schedule calendars, resolve conflicts, and arrange travel in compliance with policies.
• Create complex reports and spreadsheets using specialized software and systems.
• Oversee and process complex financial transactions, reconcile budget statements, and resolve discrepancies.
• Coordinate routine maintenance services, office moves, and minor renovation projects.
• May lead or supervise staff, student workers, or temporary workers, including workload assignment and performance review input.

Requirements

• High school diploma and four years of administrative experience, or 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, 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.

Benefits

This role offers an opportunity to work closely with a faculty leader shaping the future of clinical AI while building expertise in research compliance, faculty support, and financial administration. Stanford provides robust professional development resources, internal mobility opportunities, and a collaborative culture that supports long-term career growth.

Schedule

This position is offered as a hybrid role (onsite 2-3 days/week), subject to operational needs.