Program Coordinator

The Division of Hospital Medicine in the Department of Medicine is seeking a highly motivated and talented administrative professional to join their team as a Program Coordinator (Administrative Associate 3) at Stanford Health Care – Tri Valley. 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 Jane Scholars Program, Stanford Mentorship and Advancement in Research and Training for Hospital Medicine (SMART-HM), and the Division Wellness Program, in addition to providing administrative support at Tri-Valley. The candidate must be highly organized, detail-oriented, and able to multitask and work independently under limited supervision. This is a 1-year temporary position that has the possibility of converting to a full-time, permanent role.

This exciting opportunity will require excellent judgment, 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 130 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:

• Acting on behalf of the supervisor, department manager, or chair regarding establishing priorities and identifying and resolving administrative problems.
• Overseeing and/or performing 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 events within budget.
• Composing and drafting documents and correspondence for presentations, course handouts, grants, conferences, seminars, and reports; performing substantial editing and fact-checking. Creating, maintaining, modifying, and/or ensuring the accuracy of content in various unit documents, displays, reports, brochures, social media, and/or websites.
• Planning and scheduling calendars with limited consultation, resolving calendaring conflicts, and arranging travel in compliance with unit, university, and sponsor policies.
• Creating complex reports and spreadsheets that may utilize specialized software and systems.
• Overseeing and/or processing a variety of complex financial transactions; producing, monitoring, and reconciling budget statements; researching, identifying, and resolving discrepancies. May assist with capital or special equipment requests and/or vendor selection.
• Coordinating and monitoring the completion of routine maintenance services. Planning and coordinating office moves and/or minor renovation projects.

Requirements: Top 3 requirements for hire: 1. 3-4 years of prior experience as an administrative assistant, including scheduling and event coordination; 2. Traits: Independent, accurate, organized; 3. College degree preferred.

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 work, multitask, and meet 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 a 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, multitask, 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 sit.
• 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.