Grand Rounds Administrator

Stanford Reglab; California; On-site; USD 60,000 - 95,000; Full time

Job summary

Stanford University School of Medicine is seeking a Grand Rounds Administrator to plan and execute Stanford events, including seminars, conferences, alumni events, and other university activities. The role coordinates weekly Grand Rounds lectures and large-scale education events with faculty, trainees, staff, and students, handling logistics, registration, CME documentation, and vendor contracts.

The ideal candidate has an associate degree with three years of event coordination experience,

Qualifications

• Associate degree and three years of experience.
• Experience planning large events.
• Knowledge of vendor management and budget tracking.

Responsibilities

• Design, plan, implement, and coordinate customized events.
• Evaluate and select vendors and providers of services.
• Contribute to budget decisions and event logistics as part of an events team.
• Consult with stakeholders to determine objectives and requirements.
• Inspect facilities to ensure they meet event needs.
• Manage registration accounting and reporting.

Skills

Project management

Independent work

Prioritization

Creativity

Diplomacy

Interpersonal skills

Communication

Time management

Customer service

Microsoft Office

Google Docs

Team collaboration

Education

Associate degree

Tools

Event planning software

Job description

The Department of Anesthesiology, Perioperative and Pain Medicine at Stanford University School of Medicine is a global leader in clinical care, research, and education. Guided by Stanford Medicine’s mission to care, educate, and discover, the department’s vision is to be internationally recognized for premier, innovative, and learner-centered education programs that train the next generation of leaders in the field.

The Department of Anesthesiology, Perioperative and Pain is seeking an Grand Rounds Administrator to plan and execute Stanford events, such as seminars, conferences, sports or alumni events, and other university related events. Working closely with the Course Director and the Education Team, the Grand Rounds Administrator plans and executes the weekly morning lecture series and monthly evening sessions for Anesthesiology Grand Rounds, and other large-scale education events with faculty, trainees, staff, and students. The role manages event logistics, registration and attendance tracking, speaker coordination, CME documentation, evaluations, vendor contracts, recordings, and event budget tracking.

The prime candidate has a college education and a track record of running large, well-attended events from start to finish utilizing project management and AI applications. They thrive in a fast-paced academic medical environment, stay calm and solution-focused when plans change at the last minute, and balance competing priorities with sound independent judgment. The ideal team member excels in building community, implementing innovative new programmes, and networking with internal and external audiences.

At Stanford University School of Medicine, the work we do touches the lives of those today and tomorrow. Through education, research, and health care, the School of Medicine improves health through leadership, diversity, collaborative discoveries, and innovation in health care. Whether working in departments with faculty, or in units that support the school, our staff are a part of teams that propel us on our journey toward the future of medicine and Precision Health.

Stanford is rooted in a culture of excellence and values innovation, collaboration, and life-long learning. To foster the talents and aspirations of our staff, Stanford offers career development programs, competitive pay that reflects market trends, and benefits that increase financial stability and promote healthy, fulfilling lives. An award-winning employer, Stanford offers an exceptional setting for professionals looking to advance their careers.

The School of Medicine and the Department of Anesthesia are committed to diversity, equity, and inclusion for its faculty, staff, residents, postdocs, and fellows. We aim to recruit, support, retain, and promote diversity in our department.

For more information on our department, please see our website: https://med.stanford.edu/anesthesia.html

Core Duties:

• Design, plan, implement, and coordinate customized events.
• Evaluate and select vendors and providers of services considering stakeholder requests and requirements.
• Serve as a member of an events team, and contribute in a wide variety of functional areas including decisions around budget allocation, event logistics and facilities.
• Consult with stakeholders to determine objectives and requirements.
• Inspect event facilities to ensure they conform to the event needs.
• Manage accounting operations relating to registration, including daily accounting procedures and reports, final monetary summaries, and/or account transfers.
• May serve as project leader on smaller scale events, coordinating teams that plan, implement, and manage all aspects of events or manage program elements of larger scale events.
• Utilize and/or maintain complex databases. May use specialized event planning software.
• May inspect event facilities for maintenance, janitorial and fire safety issues.

* - Other duties may also be assigned

DESIRED QUALIFICATIONS:

Project management experience and/or familiarity with tools for tracking event timelines, tasks, and deliverables is desirable.

EDUCATION & EXPERIENCE (REQUIRED):

Associate degree and three years of experience or combination of education and experience.

KNOWLEDGE, SKILLS AND ABILITIES (REQUIRED):

• Demonstrated success planning events.
• Ability to work both independently and as part of a team.
• Ability to establish priorities, manage shifting priorities, and handle numerous time-sensitive projects with multiple deadlines.
• Demonstrated creativity, problem solving skills, taking initiative, judgment, and decision-making skills.
• Ability to accomplish goals working through formal and informal channels, with diplomacy and tactfulness.
• Excellent interpersonal, communication, time management, and customer service skills. Must be well organized and detailed oriented.
• Knowledge of Microsoft Office suite and other online documents, such as Google Docs.
• Ability to interact and successfully collaborate with a broad spectrum of contributing groups and customers.

CERTIFICATIONS & LICENSES:

Must possess and maintain a valid California non-commercial Class C Driver’s License.

PHYSICAL REQUIREMENTS*:

• Frequently stand/walk, sit, perform desk-based computer tasks, use a telephone.
• Occasionally kneel/crawl, twist/bend/stoop/squat, grasp lightly/fine manipulation, and grasp forcefully, lift/carry/push/pull objects that weigh 21-40 pounds.
• Drive vehicle day and/or night with non-commercial license.

* - 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.

WORKING CONDITIONS:

May require some travel and working evenings and weekends.

Plan and execute Stanford University events, such as trade shows, seminars, conferences, sports or alumni events and other university related events. Coordinate logistics, including registration and attendee tracking, presentation and materials support and pre and post event evaluations. Procure and coordinate vendor services. Coordinate facility, exhibit set-up, equipment and catering requirements. Provide on-site event support. May research potential event locations and evaluate alternatives.

Drivers License Requirements

• Must possess and maintain a valid California non-commercial Class C Driver’s License.
• Ability to drive day or night.
• When conducting university business, must comply with the California Vehicle Code and Stanford University driving requirements.

Core Duties

• Design, plan, implement, and coordinate customized events.
• Evaluate and select vendors and providers of services considering stakeholder requests and requirements.
• Serve as a member of an events team, and contribute in a wide variety of functional areas including decisions around budget allocation, event logistics and facilities.
• Consult with stakeholders to determine objectives and requirements.
• Inspect event facilities to ensure they conform to the event needs.
• Manage accounting operations relating to registration, including daily accounting procedures and reports, final monetary summaries, and/or account transfers.
• May serve as project leader on smaller scale events, coordinating teams that plan, implement, and manage all aspects of events or manage program elements of larger scale events.
• Utilize and/or maintain complex databases. May use specialized event planning software.
• May inspect event facilities for maintenance, janitorial and fire safety issues.

Minimum Education and Experience:

Associate degree and three years of relevant experience or combination of education and relevant experience.

Knowledge, Skills and Abilities:

• Demonstrated success planning events.
• Ability to work both independently and as part of a team.
• Ability to establish priorities, manage shifting priorities, and handle numerous time-sensitive projects with multiple deadlines.
• Demonstrated creativity, problem solving skills, taking initiative, judgment, and decision-making skills.
• Ability to accomplish goals working through formal and informal channels, with diplomacy and tactfulness.
• Excellent interpersonal, communication, time management, and customer service skills. Must be well organized and detailed oriented.
• Knowledge of Microsoft Office suite and other online documents, such as Google Docs.
• Ability to interact and successfully collaborate with a broad spectrum of contributing groups and customers.

Certificates and Licenses Required:

Must possess and maintain a valid California non-commercial Class C Driver’s License.