Education Program Coordinator

Stanford University School of Medicine; Palo Alto (CA); On-site; USD 55,000 - 75,000; Full time

Job summary

Stanford University School of Medicine's Department of Ophthalmology is seeking an Education Program Coordinator to provide administrative or operational support with limited supervision, and may lead other administrative staff.

The role involves scheduling complex conferences and events, coordinating with vendors, preparing presentations and reports, managing calendars and travel, and handling budgets and financial transactions within sponsor policies.

Qualifications

• High school diploma plus four years of administrative experience.
• Experience with scheduling, event planning, and travel arrangements.
• Ability to manage budgets and process financial transactions.
• Strong written and verbal communication skills.
• Proficiency with standard office software.

Responsibilities

• Establish priorities and resolve administrative problems on behalf of supervisor.
• Plan and coordinate conferences, seminars, and events including vendor coordination and budgeting.
• Prepare documents and reports; edit material for presentations and grants.
• Schedule calendars, travel, and calendar conflicts; arrange travel in compliance with policies.
• Create complex reports and spreadsheets using specialized software.
• Process financial transactions and monitor budgets; assist with equipment requests and vendor selection.
• Coordinate maintenance services and office moves.
• Supervise staff and student workers, assign workloads, provide deadlines and feedback.

Skills

Advanced computer skills

Follow-through / reliability

Organizational skills

Verbal communication

Written communication

Customer service

Multitasking

Initiative

Judgment

Education

High school diploma

Job description

Job Description

The Department of Ophthalmology is seeking an Education Program Coordinator to provide administrative or operational support with limited supervision. May be responsible for leading other administrative staff or subordinates.

Job Description

The Department of Ophthalmology is seeking an Education Program Coordinator to provide administrative or operational support with limited supervision. May be responsible for leading other administrative staff or subordinates.

Desired Qualifications

1-2 years of prior event and/or conference planning experience is desired.

Prior wet lab coordination is a plus.

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.