Administrative Coordinator

The Division of Hospital Medicine, in the Department of Medicine, is seeking a highly motivated and talented administrative professional to join their team as an Administrative Coordinator (AC), (Administrative Associate 3).

Under the general direction of the Administrative Manager, the AC will provide administrative and operational support to a rapidly growing Division.

Responsibilities include managing the complex administrative needs of the Division Chief and Leadership, and updating and maintaining various Division databases, portals, and communication platforms.

The AC may also assist with event coordination, processing financial transactions, and Division-related special projects.

The candidate must be highly organized, detail-oriented, and able to multitask and work independently under limited supervision.

Find out exactly what skills, experience, and qualifications you will need to succeed in this role before applying below.

Duties include :

• 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 calendars 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.

DESIRED QUALIFICATIONS :

• Exceptional organizational skills and attention to detail and accuracy.
• Demonstrated ability to prioritize own work, multitask, and respect deadlines.
• Excellent written, oral, and interpersonal communication skills.
• Personal effectiveness and credibility.
• Bachelor’s Degree.

EDUCATION & EXPERIENCE (REQUIRED) :

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

KNOWLEDGE, SKILLS AND ABILITIES (REQUIRED) :

• 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.
• Strong verbal and written communication skills.
• Excellent customer service and interpersonal skills.
• Ability to prioritize, multitask, and assign work to others.
• Ability to take initiative and ownership of projects.
• Ability to routinely and independently exercise sound judgment in making decisions.

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.

WORKING 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 / .

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