Program Coordinator, Office of the Dean

Stanford Blood Center; Stanford (CA); On-site; Full time

Job summary

Stanford University School of Medicine is seeking a Program Coordinator to support the events team. The role involves planning events, providing administrative support, and maintaining project plans. Ideal candidates are self-starters with strong organizational and communication skills, and a bachelor's degree is preferred.

Qualifications

• Bachelor’s degree preferred.
• Three years of administrative experience required.
• Proficient in Microsoft Office.

Responsibilities

• Assist with planning and executing events.
• Provide administrative support for projects.
• Maintain databases and prepare materials.

Skills

Organizational skills

Attention to detail

Communication skills

Customer service

Problem-solving

Education

Bachelor’s degree

High school diploma

Tools

Microsoft Office

Job description

Stanford University School of Medicine, located in the heart of Silicon Valley, was founded in 1858 with a mission to be the premier research-intensive medical school that improves health through leadership, diversity, and a collaborative approach to discovery and innovation in patient care, education, and research.

With more than 4,500 faculty, each providing a unique mix of research, education, and patient care effort, organized in 28 different departments and 9 different institutes and centers, supported by more than 4,500 staff, occupying 1.6M square feet of academic space in more than 80 buildings, and collectively generating about $1.6B in revenues, the School of Medicine is Stanford’s largest school and truly a complex organization.

Holistically, the School of Medicine 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 keeps pace with market trends, and benefits that increase financial stability and promote healthy, fulfilling lives.

Stanford University School of Medicine is seeking a Program Coordinator to facilitate a high level of programmatic and administrative support for the Stanford Medicine enterprise-wide events team. Broadly, they will assist with all aspects of planning and executing events, such as seminars, conferences, team and committee meetings, administering project plans, maintaining databases, researching, and creating decks for presentations. They will also provide administrative support for projects and programs, as assigned.

The ideal candidate will be a self-starter, with incredible attention to detail, impeccable follow-through, and is able to work largely independently. Preferred experience working with different teams, project and program management.

A successful candidate will have a high degree of integrity, demonstrate outstanding teamwork, and be comfortable in an evolving team. This is an in-person role; occasional remote work may be possible with prior approval from management.

Specific duties include*:

• Respond to inquiries and take appropriate action as required.
• Deliver programmatic and administrative support for in-person and virtual team meetings and summits/workshops/seminars, including scheduling, booking rooms, event registration and promotion, inviting and coordinating speakers, drafting agendas, preparing materials and handouts, and drafting and distributing meeting minutes.
• Draft and/or generate routine communications; coordinate production (formatting, copying, etc.) and dissemination of documents, such as presentations, conference and seminar materials, complex reports, brochures, and displays.
• Plan and schedule calendar(s) based on consultation, resolve calendaring conflicts, and arrange travel in compliance with university policies.
• Process and monitor routine financial transactions for multiple projects from multiple funding sources, including basic budget preparation and submitting reimbursements.
• Maintain approved content on websites.
• Organize and maintain project plans and monitoring benchmarks and milestones within the project plans.

* - Other duties may also be assigned.

DESIRED QUALIFICATIONS:

• Bachelor’s degree.
• High level of motivation and ability to work independently, both as an individual contributor and as a team player.
• Ability to diplomatically resolve problems and build key relationships.
• Adeptness at evaluating situations quickly, prioritizing work effectively, and handling multiple time sensitive job responsibilities while dealing with frequent interruptions and changing priorities.
• Ability to proactively seek out and obtain information needed to successfully develop new initiatives.
• Competency in understanding and applying University policies and procedures.

EDUCATION & EXPERIENCE (REQUIRED):

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

KNOWLEDGE, SKILLS AND ABILITIES (REQUIRED):

• Knowledge of planning and supporting events.
• Proficient computer skills and demonstrated experience with office software and email applications, e.g., Microsoft Office.
• Demonstrated success in following through and completing routine tasks.
• Strong organizational skills and attention to detail.
• Strong verbal and written communication skills.
• Excellent customer service and interpersonal skills.
• Ability to prioritize and multi-task.

PHYSICAL REQUIREMENTS*:

• Constantly perform desk-based computer tasks.
• Frequently sitting.
• Occasionally 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 10 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.

The expected pay range for this position is $31.79 to $37.96 per hour.

Stanford University provides pay ranges representing its good faith estimate of what the university reasonably expects to pay for a position. The pay offered to a selected candidate will be determined based on factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, geographic location and external market pay for comparable jobs.

At Stanford University, base pay represents only one aspect of the comprehensive rewards package. The Cardinal at Work website (https://cardinalatwork.stanford.edu/benefits-rewards) provides detailed information on Stanford’s extensive range of benefits and rewards offered to employees. Specifics about the rewards package for this position may be discussed during the hiring process.

Consistent with its obligations under the law, the University will provide reasonable accommodations to applicants and employees with disabilities. Applicants requiring a reasonable accommodation for any part of the application or hiring process should contact Stanford University Human Resources by submitting a contact form.

Stanford is an equal employment opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law.

The job duties listed are typical examples of work performed by positions in this job classification and are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks, and responsibilities. Specific duties and responsibilities may vary depending on department or program needs without changing the general nature and scope of the job or level of responsibility. Employees may also perform other duties as assigned.