The Department of Ophthalmology at Stanford University's renowned School of Medicine is seeking a dynamic Program Coordinator to support our esteemed Pediatric Retina faculty. In this hybrid role, you'll enjoy the best of both worlds—working on-site three days a week while contributing to groundbreaking advancements in vision science. With your exceptional communication skills (in person, by phone, and by email), proactive approach, and ability to solve challenges independently, you'll play a key role in driving our mission forward. Step into a position where innovation meets purpose. Join us at Stanford and be part of a team that's shaping the future of pediatric retina care.
Duties include:
- Confirming appointments with parties involved (e.g., confirming a meeting for Monday the week before or, if a meeting needs to be canceled, communicating with the party directly).
- Review the schedule with faculty weekly and provide a daily calendar as a PDF attachment.
- Liaising with lab, clinic, OR, and academic committee personnel to ensure the schedule is up-to-date and that faculty can meet deadlines with sufficient time to prepare presentations, talks, etc.
- Create and book travel schedules for meetings and conferences. Obtain the best flights and costs, ensuring hotels are booked at the meeting or at a different hotel after communicating with the faculty.
- Set up meetings to update faculty CVs every 3 months.
- Support building the Vision for Life program—schedule meetings with faculty to understand the key stakeholders. Communicate with the faculty at Byers Eye Institute and set up meetings to develop a presence for the program. Support Women’s Eye Health, including website content, and collaborate with the internal communication team to build.
- Manage the Advances in Pediatric Retina meeting. The next meeting will be in 2026. Communicate with speakers and handle event planning tasks such as catering, lodging, travel, and funding agencies.
- * - Other duties may also be assigned
**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 for 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.
DESIRED QUALIFICATIONS:
- Prior work experience at Stanford University and/or in higher education strongly preferred.
- Understanding of the organization of Stanford University Medical Center or similar academic medical center preferred.
- Ability to independently compose/draft correspondence on behalf of the department leadership.
- Demonstrated ability to work well with Stanford colleagues and clients and with external organizations.
- Exceptional organizational skills and attention to detail and accuracy.
- Demonstrated ability to prioritize own work, multitask, and respect deadlines.
- Excellent written, oral, and interpersonal communication skills.
- Bachelor’s Degree.
EDUCATION & EXPERIENCE (REQUIRED):
High school diploma and four years of administrative experience, or a combination of education and relevant experience.
KNOWLEDGE, SKILLS AND ABILITIES (REQUIRED):
- Advanced computer skills and demonstrated experience with office software, calendar, email applications.
- Demonstrated success in following through and completing projects.
- Excellent organizational skills and superb attention to detail.
- Strong verbal and written communication skills.
- Excellent customer service and interpersonal skills.
- Ability to prioritize, multi-task, and assign work to others.
- Ability to take initiative and ownership of projects.
- Ability to routinely and independently exercise sound judgment in making decisions.
- Experience with database applications and management.
- Experience in developing and overseeing educational activities.
- Experience with website, social media, and online presence maintenance.
CERTIFICATIONS & LICENSES:
None
PHYSICAL REQUIREMENTS*:
- Constantly perform desk-based computer tasks.
- Frequently sitting.
- Occasionally stand/walk, reach/work above shoulders, grasp lightly/fine manipulation, grasp forcefully, use a telephone, sort/file paperwork or parts, lift/carry/push/pull objects that weigh up to 10 pounds.
- Rarely twist/bend/stoop/squat, kneel/crawl.
* - 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.
