Program Coordinator

Program Coordinator at Stanford University summary:

The Program Coordinator at Stanford Health Care supports the Division of Hospital Medicine by managing faculty development, quality improvement, health equity, and wellness programs. Responsibilities include scheduling, event planning, document preparation, budget management, and staff supervision. The role requires strong organizational, communication, and project management skills in an academic medical setting.

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…