Skip to content Skip to navigation

Administrator Responsibilities

  • Department administrators who wish to handle postdoctoral scholar paperwork and other actions receive training by the Office of Postdoctoral Affairs and must be authorized by their departments to act in that role.
  • Postdoctoral Administrators must have a working knowledge of visa and immigration regulations that impact their postdoc trainees.
  • Postdoctoral Administrator responsibilities in departments and units include:
    • Initiate appointments on behalf of faculty members, monitor upcoming renewals, monitor minimum funding requirements, and process other related actions—all in adherence and by implementation of Stanford University policies and procedures as they pertain to postdoctoral scholars, payroll, grants and contracts and other applicable guidelines.
    • Orientation of new scholars - serve as a point of contact for postdocs for:
      • Pre-arrival communication
      • Arrival meeting
      • Onboarding
      • On an going basis as a resource for questions and for referral to other offices or staff as appropriate.
    • Identify, or work with others in the unit, to identify required training for the scholars (such as health and safety training or payroll documentation) and monitor compliance.
    • Ensure that postdocs in the administrator’s purview:
      • Have current appointments (end date has not passed without extension).
      • Are funded at the appropriate level based on months/years of experience.
      • Advise faculty in advance in case of non-renewable appointments, and all matters related to postdoc policy.
      • Prepare required documentation for review by the University, if required.
      • Maintain complete and accurate online or paper records of the postdocs under the administrator’s purview.
    • Attend Quarterly Postdoctoral Administrator meetings to stay current on policy, procedural, programmatic and other administrative issues.
    • Advocate for community and network building opportunities for postdocs in the unit, ranging from email distribution lists, to including postdocs in department functions, committees and other academic or social activities.