Program Coordinator

Note : The following position will be based on the Stanford Health Care, Tri-Valley 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, 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 Programs, 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. The Division of Hospital Medicine is comprised of approximately 160 faculty members (and growing) across five diverse clinical sections and three facilities in the Bay Area (Stanford Health Care, Sequoia Hospital, and Tri-Valley). We are committed to excellence in inpatient clinical care, 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. 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, http : / / adminguide.stanford.edu / . The expected pay range for this position is $39.20 to $45.56 per hour. Stanford University provides pay ranges representing its good faith estimate of what the university reasonably expects to pay for a position. The pay offered to a selected candidate will be determined based on factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, geographic location and external market pay for comparable jobs. At Stanford University, base pay represents only one aspect of the comprehensive rewards package. The Cardinal at Work website ( https : / / cardinalatwork.stanford.edu / benefits-rewards ) provides detailed information on Stanford’s extensive range of benefits and rewards offered to employees. Specifics about the rewards package for this position may be discussed during the hiring process. 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. Consistent with its obligations under the law, the University will provide reasonable accommodations to applicants and employees with disabilities. Applicants requiring a reasonable accommodation for any part of the application or hiring process should contact Stanford University Human Resources by submitting a contact form . Stanford is an equal employment opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law. The job duties listed are typical examples of work performed by positions in this job classification and are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks, and responsibilities. Specific duties and responsibilities may vary depending on department or program needs without changing the general nature and scope of the job or level of responsibility. Employees may also perform other duties as assigned.