The Division of Hospital Medicine in the Department of Medicine is seeking a highly motivated and talented administrative professional to join their team as SMART Scholarship Program Coordinator (Administrative Associate 3) at Stanford Health Care – Tri Valley. This position will report to the Administrative Division Director but will operate under the general direction of the SMART scholar Program Director. The Program Coordinator will manage the complex coordination needs of the SMART scholar program. The candidate must be highly organized, detail oriented, and able to multi-task and work independently under limited supervision.
This exciting opportunity will require excellent judgement, communication, organization and time management, leadership and interpersonal skills, and the ability to take initiative. The successful candidate will work as part of a collaborative team and contribute to a positive and productive work culture.
Our Division is comprised of over 100 faculty spanning 5 diverse clinical sections, across 3 facilities in the Bay Area (Stanford Health Care, Stanford Health Care – Tri-Valley, and Stanford Health Care – Sequoia Hospital). We are committed to excellence in clinical inpatient medicine, medical education, quality improvement, patient safety initiatives, and a broad research portfolio ranging from COVID-19 clinical trials to informatics and AI.
Note: The following position will be based at the Stanford Health Care - Tri Valley campus in Pleasanton and is a hybrid position (working on-site and working from home) position, subject to operational needs. Applicants must upload a cover letter and resume to be considered for this opening.
Duties include:
- Act on behalf of the supervisor, department manager, or chair in regards to establishing priorities and identifying and resolving problems that are administrative in nature.
- Oversee and/or perform duties associated with scheduling, organizing, and operating complex conferences, seminars, and events, including arranging with vendors for services, overseeing the production and distribution of materials, administering logistics, and managing event within budget.
- 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.
- Plan and schedule calendar(s) with limited consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
- Create complex reports and spreadsheets which may utilize specialized software and systems.
- 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.
- Coordinate and monitor routine maintenance services completion. Plan and coordinate office moves and/or minor renovation projects.
DESIRED QUALIFICATIONS:
- Master's degree in education, healthcare administration, or a related field.
- 3-5 years of experience in program coordination, preferably in an academic medical setting.
- Proficiency in data management and analysis tools.
- Familiarity with academic medicine and faculty development programs.
- Strong project management skills.
- 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.
- Personal effectiveness and credibility.
EDUCATION & EXPERIENCE (REQUIRED):
- High school diploma and four years of administrative experience, or combination of education and relevant experience.
KNOWLEDGE, SKILLS AND ABILITIES (REQUIRED):
- Advanced computer skills and demonstrated experience with office software and email applications.
- Demonstrated success in following through and completing projects.
- Excellent organizational skills and 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.
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.
WORKING STANDARDS:
- Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clients and with external organizations.
- Promote Culture of Safety: Demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned.
- Subject to and expected to comply with all applicable University policies and procedures, including but not limited to the personnel policies and other policies found in the University’s Administrative Guide.
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 is our diverse and dedicated 17,000 staff. 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.
