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Academic Affairs Coordinator

Palo Alto, CA

About Arc Institute

The Arc Institute is a new scientific institution that conducts curiosity-driven basic science and technology development to understand and treat complex human diseases. Headquartered in Palo Alto, California, Arc is an independent research organization founded on the belief that many important research programs will be enabled by new institutional models. Arc operates in partnership with Stanford University, UCSF, and UC Berkeley.

While the prevailing university research model has yielded many tremendous successes, we believe in the importance of institutional experimentation as a way to make progress. These include:

  • Funding: Arc will fully fund Core Investigators’ (PIs’) research groups, liberating scientists from the typical constraints of project-based external grants.
  • Technology: Biomedical research has become increasingly dependent on complex tooling. Arc Technology Centers develop, optimize and deploy rapidly advancing experimental and computational technologies in collaboration with Core Investigators. 
  • Support: Arc aims to provide first-class support—operationally, financially and scientifically—that will enable scientists to pursue long-term high risk, high reward research that can meaningfully advance progress in disease cures, including neurodegeneration, cancer, and immune dysfunction.
  • Culture: We believe that culture matters enormously in science and that excellence is difficult to sustain. We aim to create a culture that is focused on scientific curiosity, a deep commitment to truth, broad ambition, and selfless collaboration.

Arc scaled to nearly 100 people in its first year. With $650M+ in committed funding and a state of the art new lab facility in Palo Alto, Arc will continue to grow quickly to several hundred in the coming years.

About the position

The Academic Affairs Coordinator works closely with the Academic Affairs Manager on the University Relations & Academic Affairs (UR&AA) team to create an exceptional experience for Arc’s growing community of faculty and students. The Coordinator’s portfolio includes management of faculty and student records and resolving academic issues, as well as support of major programs including Arc’s faculty and fellow searches and community-building events.

You will play an active role in everything at Arc that impacts faculty and students. You will help establish and improve policies and procedures for faculty and students at Arc; use your organizational and project management skills to help us grow and support the faculty and student community; support the team on a variety of administrative tasks to enhance our programs; work with administrative partners at Stanford, UCSF, and UC Berkeley; and design and coordinate various events. This is an exciting opportunity to build and apply programs, processes, and resources that will drive faculty and student recruitment, success, and satisfaction at Arc.

About you

  • You enjoy working on a variety of tasks and seeing how individual projects work together to support the smooth operations and success of an organization. 
  • You thrive in a fast-paced environment. You work quickly but thoughtfully. 
  • You have an eye for detail. You take pride in collecting and organizing information in a way that is accurate and easy for others to understand.
  • You love ensuring that projects are completed on time and with as little friction as possible. You make this happen by getting into the details, building strong relationships with the stakeholders, and coordinating the steps along the way. 
  • You value contributing to a vibrant and supportive environment for faculty and trainees. 
  • You are thoughtful about building relationships and working effectively with others to get things done.
  • You are inspired by science. Whether you have worked at research universities or barely know what CRISPR is, you see the transformational potential of biomedical research, and want to contribute to advancing the field with your expertise.

In this position you will

  • Work closely with the Academic Affairs Manager to design and implement infrastructure that makes Arc a great place to do science for faculty and students.
  • Manage and update faculty and student records, fellowships/grants, and payments.
  • Interpret policies, procedures, and resources at both Arc and the university partners to support the resolution of faculty and student issues.
  • Provide a broad range of support for our faculty and fellows searches, including applicant tracking, communication and outreach activities, and interview logistics and planning.
  • Support onboarding process for new students, including intake of student information, communication with students and faculty mentors, onboarding logistics and planning, and facilitating onboarding sessions with Academic Affairs Manager.
  • Support forums for connection amongst the academic community at Arc, including monthly student socials, professional development programming for trainees, internal seminar series, guest seminar series, and annual scientific symposia and retreat(s). 
  • Interact with our university partners on a variety of issues, including coordinated search logistics, student progression, and financial transactions.
  • Assess efficacy and success of programs/resources for faculty and students, providing feedback and suggestions for improvement of existing programs/resources and/or development of new programs/resources.
  • Proactively predict and prevent points of concern and blocking issues for various projects.

Requirements

  • Bachelor’s degree in communications, human resources, psychology or another relevant field required; Master’s in Higher Education Administration / Student Affairs preferred
  • 2+ years experience in project coordinator role (academic setting preferred)
  • Strong ability to facilitate objectives within complex cross-functional projects
  • Experience working with financial data and administrative policies and procedures
  • Exceptional communication and organizational skills
  • Ability to work independently and exercise good judgment in a fast-paced environment
  • Ability to work as part of a team and in coordination with offices and individuals across and outside the organization
  • Strong attention to and appreciation for detail
  • Ability to adapt to evolving goals and priorities
  • Strong Google Suite knowledge and working knowledge of Asana and Interfolio a plus

The base salary range for this position is $35.00/hr to $44.00/hr. These amounts reflect the range of base salary that the Institute reasonably would expect to pay a new hire or internal candidate for this position. The actual base compensation paid to any individual for this position may vary depending on factors such as experience, market conditions, education/training, skill level, and whether the compensation is internally equitable, and does not include bonuses, commissions, differential pay, other forms of compensation, or benefits. This position is also eligible to receive an annual discretionary bonus, with the amount dependent on individual and institute performance factors.


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