"Program Coordinator (Administrative Associate 3)"

Note: The following position will be based on the Stanford campus 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.

The Division of Hospital Medicine in the Department of Medicine is seeking a highly motivated and talented administrative professional to join their team as Program Coordinator, (Administrative Associate 3) at Stanford Health Care. This position will report to the Program Manager and will work collaboratively with our faculty Program Directors. The Program Coordinator will manage the complex coordination needs of the Faculty Development Program, Stanford Mentorship and Advancement in Research and Training for Hospital Medicine (SMART-HM), Quality Improvement Program, Health Equity Program, and Division Wellness Program. The candidate must be highly organized, detail oriented, and able to multi-task and work independently under limited supervision.

We are seeking someone who proactively identifies opportunities for improvement, anticipates challenges, and develops creative solutions. The ideal candidate is a forward-thinking self-starter who drives projects from conception to completion and brings innovative approaches to program coordination.

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 150 primary faculty members (and growing) spanning 5 diverse clinical sections, across 3 facilities in the Bay Area (Stanford Health Care, Sequoia Hospital, and Tri-Valley). 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.

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.
• May lead staff or supervise day-to-day work of student and/or temporary workers, including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, reviewing work for quality and timeliness, and providing performance review input.

DESIRED QUALIFICATIONS:

• Bachelor’s Degree and 3-5 years of experience in program coordination, preferably in an academic medical setting
• PMP Certification
• Strong project management and time 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
• Demonstrated ability to proactively identify and address opportunities for program improvement.
• Forward-thinking mindset with a track record of developing creative solutions.
• Proven ability to drive projects from initiation through successful completion.
• Innovative approaches to administrative and program challenges.

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.

The expected pay range for this position is $39.20 to $45.56 per hour.