Operations Coordinator, Healthcare PWAC

Details

Posted: 2026-05-24

Location: Stanford, California

Type: Full-time

Categories: Staff/Administrative

Internal Number: 109284

Stanford University's WellMD & WellPhD Center is seeking a part-time (60% FTE on average), remote or hybrid Operations Coordinator (Administrative Associate 3) to provide administrative and operational support to the Healthcare Professional Well-being Academic Consortium (PWAC), reporting to the Administrative Director, Healthcare PWAC.

Duties include:

• Act on behalf of supervisor and faculty leadership to establish priorities and identify and resolve administrative and operational problems.
• Triage all incoming requests for Physician Wellness Academic Consortium (PWAC) according to established priorities. Establish and maintain filing, retrieval, and follow-up tracking system for incoming requests.
• Arrange and attend meetings typically held during 8am-5pm Pacific Time via Zoom. Record and disseminate clear, concise, and actionable post-meeting information to stakeholders. Record and track action items and follow up with assigned parties as needed.
• Create and maintain databases and spreadsheets including PWAC current and prospective membership rosters, survey participation tracking, and research project tracking. Maintain program intranet and document sharing platforms (currently using Basecamp, MedicineBox, and Google Drive).
• Oversee and/or perform duties associated with scheduling, organizing, and operating conferences, meetings, and events, including arranging with vendors for services, overseeing the production and distribution of materials, administering logistics, recording notes and attendee feedback, and managing event within budget.
• Independently schedule meetings, primarily held via Zoom, for individuals with complicated and conflicting schedules including faculty leadership, executives, and board members located across multiple time zones. Identify and implement appropriate technology solutions to support meeting administration, e.g., Zoom features, approved AI tools. May arrange individual and group travel and reconcile post-travel expenses.
• Compose and edit website content; maintain routine updates to website and document-sharing platforms (e.g. Basecamp, MedicineBox, Google Drive).
• Create and edit reports, presentations, documents, and correspondence for various leadership teams and working groups including governing boards and committees comprised of both internal and external stakeholders.
• Plan and schedule calendar(s) without prior consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
• Oversee and/or process a variety of complex financial transactions, contracts, and purchasing orders; produce, monitor, and reconcile budget statements; research, identify, and resolve discrepancies. May assist with special equipment requests and/or vendor selection.
• Independently research and analyze relevant topics and/or compile materials for presentations or decision making. Maintain library of relevant research in the field of physician wellness and create monthly briefings of relevant publications.
• Support collection, routing for approvals, and tracking of research proposals, data requests, IRB applications, and grant funding opportunities. Track proposed and approved research projects and publications.
• Demonstrate professionalism in frequent interactions with all levels of faculty and staff within Stanford Medicine and with senior leaders from other academic medical institutions.

Location: Remote Eligible. On-campus work location for Hybrid employee may be available at 1520 Page Mill Rd. and/or the Center for Academic Medicine (Stanford Medicine campus).

DESIRED QUALIFICATIONS:

• Bachelor's degree
• Experience with Stanford systems preferred
• Experience working with physicians or medical researchers
• Knowledge of higher education, academic medicine, and research landscape

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.
• Excellent verbal and written communication skills, including in use of technology (e.g., Slack, email)
• 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