Company: Stanford University
Posted on: September 18, 2023
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
The in the Department of Medicine is seeking a highly motivated and
talented administrative professional to join their team as an
Administrative Coordinator (AC), (Administrative Associate 3).
Under the general direction of the Assistant Division Manager, the
AC will provide administrative and operational support to a rapidly
growing Division. Responsibilities include managing the complex
administrative needs of the Division Chief and updating and
maintaining various Division databases, portals and communication
platforms. The AC may also assist with event coordination,
processing financial transactions, and Division-related special
projects. The candidate must be highly organized, detail oriented,
and able to multi-task and work independently under limited
supervision.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 over 70 faculty spanning 5
diverse clinical sections, across 2 facilities in the Bay Area
(Stanford Health Care and Stanford Health Care-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.
- 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
- 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.
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. DESIRED QUALIFICATIONS:
- Exceptional organizational skills and attention to detail and
- Demonstrated ability to prioritize own work, multitask, and
- Excellent written, oral, an interpersonal communication
- Personal effectiveness and credibility
- Bachelor's Degree
EDUCATION & EXPERIENCE (REQUIRED):
- High school diploma and four years of administrative
experience, or combination of education and relevant
KNOWLEDGE, SKILLS AND ABILITIES (REQUIRED):
- Advanced computer skills and demonstrated experience with
office software and email applications.
- Demonstrated success in following through and completing
- Excellent organizational skills and attention to detail.
- Excellent Strong verbal and written communication skills.
- Excellent customer service and interpersonal skills.
- Ability to prioritize, multi-task, and assign work to
- Ability to take initiative and ownership of projects.
- Ability to routinely and independently exercise sound judgment
in making decisions.
- 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.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
- Interpersonal Skills: Demonstrates the ability to work well
with Stanford colleagues and clients and with external
- 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
- 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, . The expected pay range for this position is
$66,000 to $91,000 per annum.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 website 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 youImagine 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 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,
- Enviable resources. Enjoy free commuter programs, ridesharing
incentives, discounts and more.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.
Keywords: Stanford University, San Francisco , Administrative Coordinator, Accounting, Auditing , Stanford, California
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