Program Coordinator

Program Coordinator at Stanford University summary:

The Program Coordinator at Stanford Health Care manages multiple faculty development, quality improvement, and wellness programs in the Division of Hospital Medicine, requiring excellent organizational, communication, and leadership skills. This role involves coordinating complex events, handling administrative tasks, budget monitoring, and providing support to faculty and program directors. The ideal candidate should be a proactive self-starter with experience in program coordination, capable of driving projects from initiation to completion independently.

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,…