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Nanoscale Prototyping Program Coordinator

2 months ago

Stanford, United States InsideHigherEd Full time


Nanoscale Prototyping Program Coordinator
School of Engineering, Stanford, California, United States

Schedule: Full-time
Job Code: 4104
Employee Status: Regular
Grade: G

Stanford Engineering has been a leader in innovation for nearly a century, developing critical technologies that have reshaped various sectors including information technology, healthcare, energy, and business. Our faculty and students are imaginative risk-takers committed to excellence across diverse disciplines. Our alumni include some of the most successful figures in technology and business. Our staff play a vital role in enabling Stanford Engineering to fulfill its mission: to seek solutions to some of the world's most pressing challenges and to educate leaders who will enhance the world through engineering principles, techniques, and systems.

The Department of Mechanical Engineering

Mechanical Engineering stands as one of the largest departments within Stanford's School of Engineering, featuring over 40 faculty members and approximately 800 undergraduate, master's, and doctoral students. The department consistently ranks among the top mechanical engineering departments nationally. Our faculty engage in five major research groups that reflect the department's focus and methodologies. Our philosophy is straightforward: We challenge the boundaries of what is possible - the ultra-efficient and hyper-fast, the maximally enduring and most sustainable, the fully autonomous and the super-controlled. We utilize a variety of methodologies: design thinking, computational simulation, control systems, and multi-scale approaches that span from the nanoscale to complex biological and mechanical systems.

The Nanoscale Prototyping Laboratory (NPL) at Stanford specializes in creating, modeling, and prototyping nanoscale structures to comprehend the physics of electrical energy conversion and storage. Under the leadership of Director Prof. Fritz Prinz, the team collaborates closely with graduate students, postdoctoral scholars, research associates, and visiting faculty to explore, prototype, test, and publish their findings. Members of the NPL Affiliate Program have the unique opportunity to engage directly with the lab and participate in research focus groups, workshops, and other specialized events.

The Mechanical Engineering Design Group is seeking a personable, organized, detail-oriented, and adaptable administrator to join the NPL team. Reporting to Prof. Prinz, the NPL Program Coordinator will manage multiple concurrent projects in a dynamic environment. If you possess exceptional organizational skills, excellent writing abilities, a keen eye for detail, and a passion for collaboration, you may be an ideal fit for our team.

Your responsibilities include:
  • Acting on behalf of the supervisor, department manager, or chair to establish priorities and resolve administrative issues.
  • Managing the Professor's busy Outlook calendar, scheduling appointments, interviews, conference calls of up to 20 participants, in-person meetings, and travel arrangements. Resolving scheduling conflicts and overseeing the production and distribution of materials, while managing event logistics within budget.
  • Supporting extensive domestic and international travel: making reservations, creating itineraries, handling reimbursements, and coordinating with others.
  • Facilitating communication: screening and responding to most of the Professor's emails; composing correspondence for the Professor's signature; editing articles, proposals, and correspondence. Creating, maintaining, modifying, and ensuring the accuracy of content in various unit documents, displays, reports, brochures, social media, and/or websites.
  • Managing the Affiliates Program: interfacing with current and potential affiliates, planning visits and activities; processing fees; monitoring finances.
  • Overseeing NPL operations: processing appointment forms and visa-related actions for all lab personnel; coordinating the annual performance appraisal process; ensuring salary accounts are current; promptly addressing facilities issues.
  • Supporting research initiatives, working closely with the Research Administrator to comply with all rules and regulations of funding agencies.
  • Planning events (scheduling, venue, catering, equipment, etc.) for committee meetings, colleague and partner visits, project reviews, workshops, etc.
  • Overseeing and processing a variety of complex financial transactions; producing, monitoring, and reconciling budget statements; researching, identifying, and resolving discrepancies. Assisting with capital or special equipment requests and/or vendor selection as needed.
  • Assisting students, faculty, and staff regarding NPL policies and procedures.
  • Supporting courses: preparing handouts, arranging guest lectures, coordinating Course Assistant appointments.
  • Maintaining the Professor's CV, publications list, journal files, website, Annual Faculty Report, and customized bios.
  • Ensuring all purchasing and IT needs are addressed promptly.
  • Responding to inquiries and taking appropriate action.
  • Exhibiting flexibility in completing assigned duties.
  • Positions at this level may also include one or more of the following duties:
  • In conjunction with the financial lead and/or principal investigator, assisting with sponsored project research proposal submissions and post-award administration.
  • Leading the administrative functions of a program or unit.
  • Performing human resources transactional support and/or faculty affairs support; coordinating or managing the visa process.
  • Serving as building coordinator.
  • Overseeing or supervising the day-to-day work of other administrative or support staff, students, and/or temporary workers, including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, reviewing work for quality and timeliness, and providing performance review input.
To be successful in this position, you will bring:
  • A high school diploma and six years of administrative experience, or a combination of education and relevant experience.
  • Demonstrated proficiency with Word, Excel, calendaring, web navigation and research, and email applications.
  • A passion for managing multiple simultaneous projects; ability to ensure progress on all projects to meet or exceed deadlines.
  • Excellent organizational skills, attention to detail, initiative, and follow-through.
  • Proven success in event design and management.
  • Ability to thrive in a dynamic environment, maintaining good humor and flexibility amid shifting priorities and changing plans.
  • Impeccable verbal and written communication skills.
  • Outstanding customer service and interpersonal skills.
In addition, preferred requirements include:
  • A Bachelor's Degree in English, History, or another field requiring excellent written and verbal communication.
  • Experience with Stanford policy, procedures, and Stanford Oracle Financials.
* - Consistent with its obligations under the law, the University will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of his or her job.

Why Stanford is for You

Imagine a world without search engines or social platforms. Consider lives saved through first-ever organ transplants and research to cure illnesses. Stanford University has revolutionized the way we live and enrich the world. Supporting this mission are our diverse and dedicated 17,000 staff members. We seek talent driven to impact the future of our legacy. Our culture and unique perks empower you with:
  • Freedom to grow. We offer career development programs, tuition reimbursement, or audit a course. Join a TedTalk, film screening, or listen to a renowned author or global leader speak.
  • A caring culture. We provide superb retirement plans, generous time-off, and family care resources.
  • A healthier you. Climb our rock wall or choose from hundreds of health or fitness classes at our world-class exercise facilities. We also provide excellent health care benefits.
  • Discovery and fun. Stroll through historic sculptures, trails, and museums.
  • Enviable resources. Enjoy free commuter programs, ridesharing incentives, discounts, and more.
*The job duties listed are typical examples of work performed by positions in this job classification and are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks, and responsibilities. Specific duties and responsibilities may vary depending on department or program needs without changing the general nature and scope of the job or level of responsibility. Employees may also perform other duties as assigned.

*Stanford is an equal employment opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or characteristic protected by law.

How to Apply

We invite you to apply for this position by clicking on the "Apply for Job" button. To be considered, submit a cover letter and resume along with your online application. Your one-page cover letter should briefly describe your background in administration and provide examples of your experience with executive-level support, event management, responsiveness, and flexibility.

Thank you for your interest

To be considered for this position please visit our website and apply online.

Stanford is an equal opportunity employer and all qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or characteristic protected by law.

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