Ob/Gyn Clerkship Coordinator

Stanford University; Palo Alto (CA); On-site; USD 70,000 - 100,000; Full time

Job summary

Stanford University in Palo Alto seeks an Administrative Associate 3 to coordinate the Core Clerkship program within the Obstetrics and Gynecology department. This role supports MD and MSPA students across multiple rotation sites and collaborates with clerkship directors to ensure high-quality educational experiences.

The position requires strong organization, problem-solving, and communication, with flexibility to adapt to evolving duties in a busy academic setting.

Qualifications

• Experience in medical education administration or academic medical center environment.
• Familiarity with medical student and/or physician assistant training programs.
• Knowledge of LCME accreditation standards.
• Experience with QGenda or similar medical scheduling platforms.
• Strong multi-site coordination and project management skills.
• Ability to work effectively with diverse stakeholders including students, faculty, residents, clinical site personnel, and outside vendors.
• Experience managing budgets and financial reconciliation.
• Strong communication skills with ability to follow up persistently yet diplomatically on time-sensitive requests.

Responsibilities

• 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 events 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 use 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.

Skills

Coordination

Project management

Budget management

Verbal & written communication

Organizational skills

Stakeholder management

Initiative

Tools

Microsoft Office

Canvas

MedHub

One45

Job description

The Department of Obstetrics and Gynecology seeks an Administrative Associate 3 to serve as Coordinator of our Core Clerkship program. The Department provides one of the required Core Clerkship experiences for all MD and MSPA students in the School of Medicine, serving approximately 128 MD students and 24 MSPA students annually across 8 six-week rotation cycles. The Coordinator works closely with four MD Clerkship Directors and one MSPA Clerkship Director to ensure exceptional educational experiences across Stanford and partner hospital sites.

This is a dynamic role perfect for an organized, proactive professional who enjoys variety, solving problems, and making a real impact on medical education.

DESIRED QUALIFICATIONS:

• General understanding of the provision of Obstetric and Gynecologic care within an academic medical center, and knowledge of OBGYN specialties.
• Experience in medical education administration or academic medical center environment, and familiarity with medical student and/or physician assistant training programs.
• Experience with LCME accreditation standards and requirements
• Knowledge of learning management systems (Canvas, MedHub, One45 preferred).
• Experience with QGenda or similar medical scheduling platforms.
• Strong multi-site coordination and project management skills.
• Ability to work effectively with diverse stakeholders including students, faculty, residents, clinical site personnel, and outside vendors.
• Experience managing budgets and financial reconciliation.
• Strong communication skills with ability to follow up persistently yet diplomatically on time-sensitive requests.
• Demonstrated flexibility and adaptability in taking on new responsibilities and evolving duties as program needs change.
• Proactive, solutions-oriented approach with willingness to take ownership of assigned tasks without resistance.
• Track record of being a collaborative team player who responds positively to supervision and direction.
• Self-motivated professional who anticipates needs and takes initiative rather than requiring constant direction.
• Ability to embrace a "can-do" attitude and view expanding responsibilities as opportunities for growth.
• History of professional responsiveness to feedback and willingness to adjust approach as needed.

PHYSICAL REQUIREMENTS*:

• Constantly perform desk-based computer tasks.
• Frequently sitting.
• 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 25 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.

WORK STANDARDS:

• Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clients and with external organizations.
• 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 learned.
• 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.

Responsibilities

Core Duties

• Act on behalf of the supervisor, department manager, or chair inregards to establishing priorities and identifying and resolvingproblems 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 productionand distribution of materials, administering logistics, and managingevent within budget.
• Compose and draft documents and correspondence for presentations,course handouts, grants, conferences, seminars, and reports. Performsubstantial editing and fact checking. Create, maintain, modify, and/orensure accuracy of content in various unit documents, displays, reports,brochures, social media, and/or websites.
• Plan and schedule calendar(s) with limited consultation, resolvecalendaring conflicts, and arrange travel in compliance with unit,university, and sponsor policies.
• Create complex reports and spreadsheets which may utilizespecialized software and systems.
• Oversee and/or process a variety of complex financialtransactions; produce, monitor, and reconcile budget statements;research, identify, and resolve discrepancies. May assist with capitalor special equipment requests and/or vendor selection.
• Coordinate and monitor routine maintenance services completion.Plan and coordinate office moves and/or minor renovationprojects.
• May lead staff or supervise day-to-day work of student and/ortemporary workers, including scheduling, assigning, and prioritizingworkloads, setting appropriate deadlines, reviewing work for quality andtimeliness, and providing performance review input.

Minimum Education and Experience

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

Knowledge, Skills and Abilities

• Advanced computer skills and demonstrated experience with officesoftware and email applications.
• Demonstrated success in following through and completingprojects.
• Excellent organizational skills and attention to detail.
• Excellent Strong verbal and written communicationskills.
• Excellent customer service and interpersonal skills.
• Ability to prioritize, multi-task, and assign work toothers.
• Ability to take initiative and ownership of projects.
• Ability to routinely and independently exercise sound judgment inmaking decisions.