Fellowship and Administrative Coordinator

Stanford University

Stanford, CA

ID: 7072394
Posted: November 20, 2020
Application Deadline: Open Until Filled

Job Description

The Center for Biomedical Ethics (SCBE) in the School of Medicine is dedicated to interdisciplinary research and education in biomedical ethics, and provides clinical and research ethics consultation. SCBE also serves as a scholarly resource on emerging ethical issues raised by medicine and biomedical research.

SCBE is seeking a 75% effort Fellowship and Administrative Coordinator to work with Center faculty and staff on a variety of tasks in support of this important clinical and research work. The coordinator will have the ability to handle a wide variety of academic related tasks in a dynamic environment with frequently shifting priorities and tight deadlines.

Position specific duties include:

Ethics Consult Coordination: Design, build and maintain databases for clinical and research ethics consultations.
T32 Grant Administration: Process appointments, reappointment, terminations and other actions through the Stanford Office of Postdoctoral Affairs (OPA) and through NIH via ERA Commons.
Clinical Ethics Fellowship Program Coordination: Assist in appointing and onboarding new fellows through the Graduate Medical Education office (GME). Develop, distribute and update the fellowship rotation, vacation and leave schedules in MedHub.
General administrative support for SCBE.

Stanford Administrative Associate duties include:

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, complex reports, brochures, and displays.
Plan and schedule calendar(s) based on consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
Process and monitor routine financial transactions, which may include researching and resolving discrepancies.
Maintain office supplies and equipment; obtain vendor quotations, as needed. Coordinate office moves.
May serve as the point of contact for general maintenance, health and safety, and other facility concerns within the unit(s); report any incidents or potential safety problems to appropriate representatives. Track completion of required training.
Maintain approved content on websites.
May perform human resources transactional support, e.g. time cards, I9s, and/or faculty affairs support.
May guide and train student and/or contingent workers including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, and reviewing work for quality and timeliness.

* Other duties may also be assigned.


BA/BS degree.
Experience in an academic setting.
Experience administrating postdoctoral and or fellowship programs.


Associate degree and four years of relevant experience, or a combination of education and relevant experience.


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