Office Operations Coordinator

Office Operations Coordinator

This position has been deemed critical by the School of Humanities and Sciences Dean’s Office and is exempt from the hiring freeze.

The School of Humanities and Sciences (H&S) is the foundation of a liberal arts education at Stanford. The school encompasses 24 departments and 24 interdisciplinary programs. H&S is home to fundamental and applied research, where free, open, and critical inquiry is pursued across disciplines. As the university’s largest school, H&S serves as the foundation of a Stanford undergraduate education no matter which discipline students pursue as a major. Graduate students work alongside world-renowned faculty to pursue and shape foundational research that leads to breakthroughs and discoveries that shed new light on the past, influence the present, and shape the future. Together, faculty and students in H&S engage in inspirational teaching, learning, and research every day.

Department/Program Description: Applied Physics is a graduate department in the School of Humanities and Sciences. It is one of three elements—Applied Physics, Physics, and the SLAC National Accelerator Laboratory—in the broader physics community at Stanford. Over the past 50 years, the department has acted nimbly and evolved rapidly to combine diverse approaches at the boundaries of physics, engineering and biology, to both create and leverage new research opportunities. We seek out and develop new areas of physics with broad impact on science, engineering and society through research and education.  We believe that the key to our success as a department, both in the past and going forward, lies in strongly encouraging intellectual agility and interdisciplinarity through the creative mixing of ideas from the physical sciences, engineering, and biological sciences.

The Applied Physics team supports the research and teaching of 28 faculty and 167 graduate students. 

Position Summary: The Department of Applied Physics is seeking an Office Operations Coordinator (AA3). The Office Operations Coordinator (OOC) will work under general supervision of the Director of Finance and Operations and must possess and demonstrate a positive outlook on continuous process improvement efforts while maintaining a team-based and customer-focused mindset. It is critical that this position exhibit strong attention to detail, exceptional initiative and follow-through,  effective written & oral communication, and respectful relationship management. This position must also exhibit a strong desire to continuously learn new and unfamiliar business topics, policies and procedures as they relate to administration and operations with the Applied Physics department.  Specific tasks  include but are not limited to  managing departmental email lists, supporting recruitment of postdocs and other new hires, setting up postdoc appointments and processing visas, overseeing and executing general office operations, coordinating logistics for departmental events, and arranging travel for visiting speakers.

This is a 40-hour per week, hourly, 2-year fixed term position. This position will be based on the Stanford campus and will be considered for an option of telecommuting (hybrid of working on-site and off-site, maximum of 2 days off-site per week), subject to operational need.

If you believe that this opportunity is a match for your knowledge, skills and abilities, we encourage you to apply. Thank you for considering employment opportunities with the School of Humanities and Sciences. 

CORE DUTIES:

• Act on behalf of the supervisor in regards to establishing priorities and identifying and resolving problems that are administrative in nature and are generally related to the operations of the Applied Physics front office. 
• Oversee and/or perform duties associated with scheduling, organizing, and operating complex conferences, seminars, and events, including
• Create, maintain, modify, and/or ensure accuracy of content in various unit documents, displays, reports, brochures, 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. 
• Coordinate and monitor routine maintenance services completion. Plan and coordinate office moves and/ or minor renovation projects.  

*Other duties may also be assigned.