The Stanford Medicine WellMD & WellPhD Center seeks an experienced and highly organized Program Manager (Administrative Services Administrator 1) to manage and advance a portfolio of programs, educational offerings, and strategic initiatives supporting physician and scientist occupational well-being and professional fulfillment.
About the WellMD & WellPhD Center:
The Stanford Medicine WellMD & WellPhD Center was created in late 2015 and is jointly funded by the School of Medicine, Stanford Health Care and Stanford Children's Health. Home of the first Chief Wellness Officer at a U.S. academic medical center, WellMD & WellPhD is an innovative and internationally-recognized center. The Center seeks to advance the occupational well-being of physicians and those they serve, as well as of biomedical scientists and the beneficiaries of their contributions. Our programs for physicians and scientists are designed to improve professional fulfillment and mitigate burnout. In recognition of our commitment and progress, Stanford Medicine received gold-level recognition in the American Medical Association Joy in Medicine Program and is the only organization awarded this highest designation for all award periods.
About The Role:
This Program Manager, reporting to the Director of Programs and Education, will work alongside expert Stanford faculty and WellMD & WellPhD Center colleagues to manage and advance a portfolio of programs, educational offerings, and strategic initiatives. The portfolio includes internal initiatives designed to support the occupational well-being and professional fulfillment of Stanford Medicine faculty, residents, and fellows, as well as external education and training for leaders working to advance clinician and scientist occupational well-being nationally and internationally.
The Program Manager will contribute to the development of new offerings and the continued evolution of established ones, partnering with faculty and staff to translate strategy and content into effective implementation. The role provides comprehensive project and program management, including developing workplans and systems, coordinating faculty and stakeholders, managing participant recruitment and engagement, overseeing logistics and communications, supporting financial and vendor management, and evaluating outcomes to enable continuous improvement.
This is an opportunity to contribute directly to Stanford Medicine's efforts to advance professional fulfillment and address the organizational factors that affect the occupational well-being of physicians and scientists, while also helping the Center advance the field through education and training. This complex position requires a high level of planning, communication, judgment, initiative, collaboration, and follow-through.
About You:
The successful Program Manager will be adept at working with physicians, faculty scientists, collaborators, and vendors and will be experienced at managing a portfolio of programs. You are skilled at project management, experienced in executing successful live and virtual programs, exceptionally organized, highly motivated, flexible, savvy in developing and navigating relationships across multiple organizations, and capable of working independently. You have solid business and technical skills, an inquisitive mind, an eye for excellence, and a track record of building effective systems and making sound decisions. You recognize new opportunities and challenges and approach them with a customer orientation and an entrepreneurial approach. You thrive in a collaborative, fast- paced, and mission-driven team. Above all, you enjoy making a difference for physicians and scientists, engaging with world-renowned faculty, interacting with a wide range of diverse individuals at many levels, and developing lasting relationships both internally and externally.
Specific Duties Include*:
- Manage a portfolio of WellMD & WellPhD Center programs, educational offerings, and strategic initiatives for internal and external audiences.
- Provide comprehensive project and program management, translating strategic direction into clear workplans, timelines, workflows, roles, and deliverables and driving work forward from planning through implementation and evaluation.
- Partner with faculty leaders and Center colleagues on the design, development, implementation, and continued evolution of programs and educational offerings.
- Develop and maintain effective systems and infrastructure supporting programs and courses, including participant applications, recruitment, enrollment, communications, materials, evaluation, and ongoing engagement.
- Coordinate complex work across faculty, staff, participants, vendors, and partners within and outside Stanford Medicine, proactively identifying risks, dependencies, and opportunities and recommending solutions.
- Develop and implement participant and stakeholder communications in partnership with the Center's Communications team.
- Collaborate with Stanford Medicine departments, centers, and other partners on initiatives that advance physician and scientist occupational well-being and professional fulfillment.
- Assess program and course participation, experience, efficacy, and impact; synthesize findings and stakeholder feedback; and recommend opportunities for continuous improvement.
- Support program and course financial management, including budget development and monitoring, forecasting, contracts, purchasing, and vendor management in partnership with the Center's Operations team.
- Communicate professionally and effectively with faculty leaders, senior leaders, program participants, external partners, and other stakeholders in a manner consistent with the Center's mission and standards.
- Support additional strategic initiatives and cross-functional work aligned with the Center's priorities, as needed.
* Other duties may also be assigned.
DESIRED QUALIFICATIONS:
- Five years of experience managing programs or complex projects, preferably involving physicians, scientists, healthcare organizations, higher education, or an academic medical center.
- Demonstrated success launching new programs or initiatives and strengthening or evolving established programs.
- Strong project management skills, including experience developing workplans, managing concurrent priorities and dependencies, coordinating multiple stakeholders, and delivering complex work on schedule.
- Experience developing systems, processes, and infrastructure to support effective and sustainable program operations.
- Experience managing program budgets, vendors, contracts, and other operational components of program delivery.
- Experience collecting and analyzing program data, evaluating outcomes, identifying trends, and translating findings into actionable recommendations.
- Experience in physician and scientist occupational well-being or a related field, or demonstrated interest in developing expertise in this area.
- Entrepreneurial and innovative mindset, with comfort navigating change, ambiguity, and iterative program development.
- Demonstrated ability to build effective working relationships and collaborate with faculty, senior leaders, staff, external partners, and other stakeholders across organizational boundaries.
- Exceptional judgment, discretion, and professionalism in handling sensitive or confidential matters.
- Excellent written and verbal communication skills and demonstrated ability to communicate effectively with varied audiences.
- Highly organized and detail-oriented, with demonstrated ability to independently manage multiple priorities and re-establish priorities as needs evolve.
- Demonstrated initiative, ownership, critical thinking, and problem-solving ability.
- Proficiency with contemporary workplace technology and demonstrated ability to learn and effectively use project-management, collaboration, learning-management, survey/evaluation, and virtual-program platforms.
- Collaborative and flexible team orientation, including experience working effectively in a hybrid environment.
PHYSICAL REQUIREMENTS*:
- Frequently stand/walk, sitting, grasp lightly/fine manipulation, perform desk-based computer tasks.
- Occasionally use a telephone, writing by hand, lift/carry/push/pull objects that weigh up to 40 pounds.
- Rarely sort/file paperwork or parts, lift/carry/push/pull objects that weigh >40 pounds.
- Ability to use voice to present information/communicate with others.
- On-campus mobility.
* 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.
WORKING CONDITIONS:
Occasional evening and weekend hours.
WORKING CONDITIONS:
Fast paced environment, requiring teamwork, collaboration and flexibility.
WORK 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, http://adminguide.stanford.edu.
Core Duties:
- Independently implement, administer and evaluate day-to-day activities of the unit, function or program by identifying and executing tasks and objectives, making recommendations that impact policies and programs, and assigning resources to achieve the goals of the program.
- Collect and analyze data, create reports, review and explain trends; formulate and evaluate alternative solutions and/or recommendations to achieve the goals of the program or function.
- Analyze and interpret policies; develop, revise and implement procedures for program or function.
- Represent the program or function as the key contact and subject matter expert within the department, unit or school. Commit resources and provide information and/or training. May also represent the program or function to external/internal stakeholders and constituencies.
- Organize and/or participate in outreach activities that may include developing communications and training, planning/promoting events and/or conferences.
- May participate in development of budgets, monitor, and approve expenditures. May perform limited forecasting and provide recommendations that determine the budget.
- May direct staff to perform various tasks and assignments. May also supervise staff.
Minimum Education and Experience
Bachelor's degree and three years of relevant experience, or combination of education and relevant experience.
Knowledge, Skills and Abilities:
- Demonstrated ability to prioritize own work and multi-task.
- Demonstrated excellent organizational skills.
- Demonstrated ability to take initiative and ownership of projects.
- Ability to communicate effectively both orally and in writing.
- Ability to routinely and independently exercise sound judgment in making decisions.
- Demonstrated experience working independently and as part of a team.
- Relevant subject matter knowledge.
- Ability to direct the work of others, for jobs requiring supervision.