Administrative Operations Coordinator (Hybrid Opportunity)

Stanford University School of Medicine; Palo Alto (CA); Hybrid; USD 90,000 - 110,000; Full time

Job summary

Stanford University School of Medicine’s Nephrology division seeks an Administrative Operations Coordinator to support the Division Director and Faculty. The role covers program management, web maintenance, calendaring, travel arrangements, procurement, asset management, and event coordination in a fast-paced, collaborative environment.

Hybrid position supporting main campus and Research Park, offering exposure to clinical and scientific operations and opportunities for professional development

Qualifications

• High school diploma and four years of administrative experience or equivalent
• Strong computer and office software proficiency
• Excellent organizational and communication skills
• Ability to manage multiple priorities and deadlines

Responsibilities

• Act on behalf of supervisor or department chair for administrative priorities
• Schedule, organize, and operate conferences, seminars, and events within budget
• Draft documents, edit, and maintain content for documents, reports, and websites
• Plan calendars, arrange travel, and ensure policy compliance
• Create complex reports and budget statements and monitor expenditures
• Coordinate maintenance, moves, and renovation projects
• Supervise staff or temporary workers and review workloads

Skills

Advanced computer skills

Project completion

Organizational skills

Verbal and written communication

Customer service

Prioritization

Initiative and ownership

Judgement and discretion

Education

High school diploma + 4 years admin experience

Tools

Office software

Job description

ABOUT STANFORD NEPHROLOGY

The Division of Nephrology is a rapidly growing division in the Department of Medicine at Stanford. Through its tripartite mission spanning research, education, and patient care, the division’s work supports the understanding and treatment of kidney disease here in the Bay Area and around the world.

Job Description

ABOUT STANFORD NEPHROLOGY

The Division of Nephrology is a rapidly growing division in the Department of Medicine at Stanford. Through its tripartite mission spanning research, education, and patient care, the division’s work supports the understanding and treatment of kidney disease here in the Bay Area and around the world.

The Nephrology administrative team provides the backbone of support for faculty, fellows, postdocs, and staff, and is looking to expand its team to support the growing division. We are committed to a collaborative and supportive work atmosphere that values and provides opportunities for professional development and participation at the Department, School and University levels.

The Administrative Operations Coordinator (AA3) will be responsible for providing a full range of support to the Division Director, Administrative Manager, Chief and Faculty. Primary duties include, but are not limited to program management, web maintenance, calendaring, travel arrangement and reimbursement processing, procurement and asset management, and event coordination. The administrator will also have versatility to support other endeavors within the division.

The Administrative Operations Coordinator will work in a fast-paced environment and is expected to navigate changing priorities with a high degree of discretion and sensitivity under minimum supervision. The successful candidate will work as part of a collaborative team, engaging in cross-training and providing backup administrative coverage when necessary.

This hybrid position will support faculty on the main campus (medical center) and Research Park and is a great opportunity to gain exposure to a dynamic clinical and science-based department while contributing to every aspect of this world-changing enterprise.

Responsibilities

Core Duties

• 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.

Minimum Education And Experience

High school diploma and four years of administrative experience, or combination of education and relevant experience.

Knowledge, Skills And Abilities

• 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.
• Excellent 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.