Onsite Administrative Coordinator, Abdominal Transplantation

Stanford University School of Medicine; Palo Alto (CA); On-site; USD 65,000 - 85,000; Full time

Job summary

Stanford University School of Medicine in Palo Alto is seeking an Administrative Coordinator (AA3) to provide complex administrative support to key faculty leadership and the Sr. Administrative Division Director in the Division of Abdominal Transplantation within the Department of Surgery.

The role requires proactive problem solving, strong business acumen, multi-tasking, and exceptional communication within a large academic medical setting. This is a 100% onsite position on Stanford's campus.

Qualifications

• Advanced computer skills with office software and email applications.
• Ability to follow through and complete projects.
• Excellent organizational skills and attention to detail.
• Excellent verbal and written communication skills.
• Excellent customer service and interpersonal skills.
• Ability to prioritize, multi-task, and assign work.
• Ability to take initiative and ownership of projects.
• Ability to exercise sound judgment independently.

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 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.

Skills

Advanced computer skills

Organizational skills

Verbal & written communication

Customer service

Multitasking

Education

High school diploma

Tools

Microsoft Office

Email applications

Job description

Stanford University School of Medicine in Palo Alto is seeking an Administrative Coordinator (AA3) to provide complex administrative support to key faculty leadership and the Sr. Administrative Division Director in the Division of Abdominal Transplantation within the Department of Surgery.

The role requires proactive problem solving, strong business acumen, multi-tasking, and exceptional communication within a large academic medical setting. This is a 100% onsite position on Stanford's campus.