Administrative and Event Coordinator
Company: Stanford Medicine
Posted on: May 15, 2022
The Stanford Medicine Industry Relations and Digital Health,
IRDH, Office seeks an experienced, organized, and energetic
Administrative Associate 3 (AA3) with a talent for creating
efficient systems and a keen eye for detail to provide
administrative and operational support with limited supervision. It
is an opportunity to join a pioneering team in a fast-paced
environment and contribute to Stanford Medicine's mission of
innovative research. This is a busy and complex position requiring
a high level of judgment, initiative, and follow-through.
The AA3, supporting the Exec Director of Industry Relations and the
Exec Director of Catalyst , has a key role in organizing the
day-to-day operations for the IRDH group office. Successful AA3s
will be exceptionally organized, highly motivated, customer-service
oriented, capable of working independently, and experienced working
with faculty, senior leaders, and physicians.
There are leading indicators that suggest health care is about to
experience a digital health wave that could very well revolutionize
the industry. Stanford Medicine is in the perfect position, with
our proximity to Silicon Valley, our deep ongoing relationships
with companies in many sectors, as well as our world-leading
physicians and faculty, to be a leader of this transition. Our
mission is to:
Ensure Stanford Medicine's preeminence in precision and digital
health by maximizing strategic partnerships with industry leaders,
thereby enabling faculty and physicians to make an even larger
impact on healthcare worldwide.
IRDH was created to serve as the front door for organizations
interested in exploring strategic relationships with Stanford
Medicine. We collaborate with key stakeholders and offices across
campus to plan and execute projects quickly and efficiently. By
joining the Industry Relations and Digital Health team you're
joining the front lines of an exciting revolution in health
The AA3 will engage with world renowned faculty and need to
interact effectively with a wide range of individuals at many
levels. This role will represent the IRDH office and the Enterprise
Strategy Team within Stanford Medicine.
Act on behalf of the Exec Director Industry Relations and Exec
Director of Catalyst , and the IRDH Office in regard to
establishing priorities and identifying and resolving problems that
are administrative in nature.
Independently schedule regular meetings for the IRDH Team of
approximately 7 people, and multiple external collaborations.
Schedule speakers, rooms, and equipment. Prepare documents and make
any other arrangements as necessary to ensure successful outcomes.
Attend meetings as requested to set up equipment and/or distribute
materials. Maintain an efficient and appropriate archival system
for all meeting and project materials.
Provide support for other meetings, forums, retreats, multi-day
courses, advisory boards, and events hosted by the IRDH Office
Plan and schedule calendar(s) with limited consultation, resolve
calendaring conflicts, and arrange travel in compliance with unit,
university, and sponsor policies.
Oversee and/or process a variety of complex financial transactions.
Produce, monitor, and reconcile budget reports. Research, identify,
and resolve discrepancies. Submit and track purchase requisitions,
vendor agreements, and invoices. May assist with capital or special
equipment requests and/or vendor selection.
Compose and draft documents and correspondence for presentations,
course handouts, 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 coordinate office moves and/or space and equipment needs
for the expanding team. Schedule and coordinate interview
Provide support ordering and maintaining supply and material
Create complex reports and spreadsheets which may utilize
specialized software and systems.
Stanford believes a diverse workforce is a strong workforce. We
encourage women and underrepresented minorities to apply.
* - Other duties may also be assigned.
Experience on Stanford systems preferred.
EDUCATION & EXPERIENCE (REQUIRED):
High school diploma and four years of administrative experience, or
combination of education and relevant experience. Two-year college
degree or greater highly preferred.
KNOWLEDGE, SKILLS AND ABILITIES (REQUIRED):
Interpersonal and communication skills to work with physicians,
faculty, staff and students with tact and diplomacy.
Fantastic written skills, ensuring the purpose/main ideas/thesis is
always clearly stated in documents.
Advanced computer skills and demonstrated experience with office
software and email applications. Familiarity with both a MAC and
PC. Must be proficient with Word, Excel, PowerPoint, Outlook,
Google Suite, and ability to use various online software tools
(e.g., Lucidchart, Mural, etc.)
Demonstrated success in following through and completing
Excellent organizational skills and attention to detail.
Polished verbal and written communication skills.
Excellent customer service and interpersonal skills.
Ability to prioritize, multi-task, set goals and expectations, and
meet deadlines. Effectively communicating variance to deadlines or
expectations, when necessary.
Ability to take initiative and ownership of projects.
Ability to routinely and independently exercise sound judgment in
Project management skills to ensure deadlines are met.
Understanding of the demands of executive level positions and the
ability to meet these demands with tact and diplomacy.
Takes precaution and understands the importance of projects/tasks
that may be under privacy and/or a Non-Disclosure Agreement
Advanced gathering skills and interrogation skills
Ability to work independently - self-started and proactive
Excellent, communication, conflict management, collaboration and
Constantly perform desk-based computer tasks.
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 job.
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, http://adminguide.stanford.edu .
Job Code: 4103
Employee Status: Regular
Pay Grade: F
Requisition ID: 91007
As an organization that receives federal funding, Stanford
University has a COVID-19 vaccination requirement that will apply
to all university employees, including those working remotely in
the United States and applicable subcontractors. To learn more
about COVID policies and guidelines for Stanford University Staff,
Keywords: Stanford Medicine, San Francisco , Administrative and Event Coordinator, Administration, Clerical , Campbell, California
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