Senior Coordinator of Theoretical Physics

SCHOOL/UNIT DESCRIPTION:
This position is based on Stanford’s main campus with consideration given to the option for a hybrid work schedule (partially onsite and offsite), subject to operational need. Interested candidates must include a resume and cover letter to be considered for this position. 

The Geballe Lab for Advanced Materials (GLAM) is a transdisciplinary Independent Laboratory within the Office of the Vice Provost & Dean of Research, which spearheads innovative and high-impact research in biomaterials, sustainable energy, quantum science, and electronic systems. With 30 faculty and ~250 students, postdocs, and scientific staff across six departments – primarily Physics, Applied Physics, and Materials Science & Engineering – GLAM’s research portfolio is large, complex, and highly-heterogeneous, involving strong relationships with many Stanford departments and administrative units, SLAC, and federal and non-federal sponsors. As GLAM gradually expands its community-led programming for interdisciplinary and social collaboration, it relies upon 15 high-performing administrative staff to provide comprehensive support to its researchers, visitors, and campus partners.

Our VPDoR Diversity Journey:

• • We create a hub of innovation through the power of diversity of disciplines and people.
  • We provide equitable access and opportunity to all members of the community in order to do their best work, regardless of race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law.
  • We listen to and value all colleagues who bring diverse perspectives to the advancement and development of a respectful community. 
  • We promote a culture of belonging, equity, and safety.
  • We embed these values in excellence of education, research, and operation.

POSITION SUMMARY:
Reporting to GLAM’s Associate Director, with a dotted-line reporting structure to four faculty appointed in the Department of Physics, the Senior Coordinator for Theoretical Physics (Administrative Associate 4) will support a highly-ambitious and -interconnected research team of condensed matter physicists, including four faculty, 32+ graduate students, six postdocs, and a constant influx of visitors and other special guests. This position will provide a heterogeneous suite of administrative support services to ensure that the “Theory Group” is able to focus its time on research excellence and collaboration, which will regularly involve processing financial transactions, conducting advanced budget plans and accounting analyses, managing facilities and space resources, planning special academic and social events, and contributing to as-needed communications and programming activities within the larger GLAM organization. The Senior Coordinator is a meaningful contributor to GLAM’s identity as an interdisciplinary unifier and incubator.

This is a unique opportunity for an administrative professional who wishes to deploy their skills in advanced organization, financial management, and emotionally intelligent collaboration to ensure excellence in physics research and education. It is also an opportunity to join a high-performing and interdependent administrative team united in their commitment to faculty support, research excellence, and community engagement. Success in this role will chiefly be measured by overall faculty satisfaction with the comprehensive administrative support they receive in the core duties defined below, as well as the incumbent’s commitment to a growth mindset, to customer service, and to administrative accuracy and efficiency.

CORE DUTIES:
Administrative Support & Space Planning (50%)

• • Compose and draft documents and correspondence for presentations, course handouts, grants, conferences, seminars, and reports; perform substantial editing and fact checking. Create, maintain, modify, and/or ensure accuracy of content in various unit documents, displays, reports, brochures, social media, and/or websites. 
  • Collaborating with the Associate Director, manage approximately ten small and large offices for faculty, postdocs, students, and visitors within the 3rd floor of the McCullough Building. Plan space needs for visiting researchers and escalate space fix needs to the Facilities & Safety Manager. This position will submit LBRE Work Orders for facilities fixes and preventative maintenance. 
  • Coordinate travel plans and itineraries for Theory Group faculty, postdocs, and students in a manner that promotes the best use of time and minimizes potential travel issues.
  • Coordinate, organize, and manage complex conferences, seminars, and events, including procurement of vendor services, organize attendee accommodations, oversee distribution of print and digital materials, organize and manage logistics, and manage events within budget.

Finance, Accounting & Data Analysis (25%)

• • Process the Theory Group’s financial transactions, including reimbursement requests, Purchasing Card and Travel Card expenses, purchase order initiation, fund transfers, and other general processes. This position will be the cardholder and custodian for the Theory Group’s Pcard and Tcard, and must keep abreast in governing university policies pertaining to permissible expenses, timely reconciliation, and confidentiality.
  • Working closely with faculty and administrative leadership in GLAM, the Stanford Institute for Theoretical Physics, and the Department of Physics, develop annual operating budgets and expense controls, and ensure that the following years’ activities adhere to budget plans with minimal deviation. Identify discrepancies and potential problems for leadership in order to ensure that year-end statements are under-budget and that they receive accurate consolidation and reporting.
  • Support faculty in distributing postdoc and student salaries and other support across available financial accounts, ensuring that existing and prospective group members can be supported in the current year and in as-needed subsequent years of their term. Working closely with the Manager of Academic Affairs, prepare various financial and student affairs documents to process each appointment and gather requisite university-level approvals. 
  • Oversee and/or process a variety of complex financial transactions; produce, monitor, and reconcile budget statements; research, identify, and resolve discrepancies. May assist with capital or special equipment requests and/or vendor selection.
  • Maintain, reconcile, review, combine, and validate financial data sets and accounts, utilizing financial reports, financial databases, and key financial information.
  • Run and analyze financial reports, often from multiple systems; assist in preparation of management information reports.

Event Planning (15%)

• • Manage a robust program for short- and long-term visitors to GLAM, including arranging travel and accommodations, reserving dinners and other receptions, overseeing the distribution of print and digital materials, planning internal seminars and research talks, and navigating multiple vendors to ensure event success. This position will serve as the primary administrative point-person for all visitors, ensuring their entry to, engagement with, and departure from GLAM is seamless and comfortable. 
  • Plan semimonthly “GLAM Social Hour” events, designed to connect GLAM with existing and new partner academic and administrative units. Working closely with the Associate Director, identify, engage, and invite partner units, procure event materials, distribute invitations to all involved units, orient volunteer staff, and complete other as-needed administrative services to ensure event success.

Special Projects (10%)

• • Co-support GLAM’s Student Committee for graduate students to strategize and lead programming in professional development, career planning, and social cohesion. Schedule monthly Committee meetings, set meeting agendas and take meeting notes, develop event budgets and track expenses, and engage all necessary event logistics (which may include vendor and speaker engagement, room reservations, catering set-up/take-down, and digital communications). Regularly report Committee progress to the Associate Director.
  • Other duties as assigned by Theory Group faculty and by GLAM’s Faculty Director and Associate Director.