Administrative Coordinator

A Brief Overview

The Administrative Coordinator provides day-to-day administrative support to multiple executive leaders and coordinates the operations and resources of the support staff in the Executive Administrative suite.

The employee in the job independently plans and carries out assignments that are complex in nature, resolves frequent problems and conflicts that arise, and interprets policy as appropriate.

The employee in the job collaborates with others, exercises self-direction and evaluates own performance to improve work habits, organizational skills and relationships with others.

Additionally, this position is responsible for day-to-day operations, including the following : 1. Coordinate recruitment of management and staff positions with Executive Assistants.

2. Partner with appropriate senior management to define job roles and performance expectations for administrative staff; monitor work flow accordingly.

Provide feedback regarding staff performance including annual performance and client feedback. Organize work and assign duties to administrative staff to maximize departmental effectiveness and efficiencies.

Establish and monitor scheduling of staff and insure appropriate coverage for the Executive Administrative suite.

Locations

Stanford Health Care - University Healthcare Alliance

What you will do

• Effectively develops and manages office systems to provide a functional, cost-effective working environment.
• Anticipates potential system breakdowns or gaps in communication and takes action to correct and avoid.
• Recommends staff development opportunities. Implements action plans for team competencies to achieve high levels of performance.
• Respecting specific support needs of the various executives, coordinates office coverage and maintains a high level of accessibility and support across the entire organization.

Approves designated administrative staff time off and other scheduling issues and develops contingency plans to cover peak periods.

• Develops solutions to team projects and encourage collaboration, teamwork and accountability to provide high levels of service to executives and visitors.
• Develops and maintains a team commitment to role model behavior aligned with hospital vision and values.
• Formulates and administers assigned budgets. Effectively utilizes all resources and pursues creative solutions to reduce cost and improve service levels.
• Adheres to the policies and procedures of the Stanford Health Care organization.
• Assumes responsibility for contributing in a positive manner to the department and hospital goals, and for continued self-development.
• Follows departmental guidelines related to staffing and scheduling.
• Other duties as assigned.

Education Qualifications

Associate's Degree from an accredited college or university. Required

Experience Qualifications

Minimum of 5 years of progressively responsible administrative / support / office management experience with 1 year of supervisory experience. Required

Required Knowledge, Skills and Abilities

• Demonstrates excellent accuracy, attention to detail and proofing skills.
• Effectively maintains confidentiality of sensitive information.
• Efficiently plans and organizes job responsibilities, striving to make the best use of time.
• Verbal and written communication skills demonstrate courtesy, compassion and helpfulness in a professional manner towards employees, patients and patient families.
• Interacts with clients in a manner that promotes a positive professional image. Develops and maintains effective working relationships.
• Effectively communicates and interacts with staff and members of the community from diverse backgrounds.
• Ability to demonstrate business communication skills (verbal, written, listening, facilitating) including telephone techniques and etiquette.
• Ability to demonstrate customer service skills.
• Knowledge, understanding and ability to use English grammar, spelling, punctuation Advanced knowledge and proficiency in use of Microsoft Office programs (Outlook, Word, Excel, and PowerPoint) required.
• Basic Windows skills to include keyboarding, mouse movement and computer data entry skills to enter patient information.
• Demonstrated skill in exercising tact, diplomacy, courtesy and discretion in written and oral communication.
• Self-directed, assertive and creative in problem-solving and systems planning.
• Able to work in an environment with tight time demands and frequent interruptions while maintaining tact, diplomacy and poise.
• Able to work effectively and collaboratively with a wide variety of internal and external customers.
• Demonstrated ability to manage and prioritize multiple tasks, meet deadlines.
• Able to interact effectively with others to furnish and obtain information.
• Able to analyze, plan, organize and direct varied administrative functions independently.
• Ability to work with others in a flexible, cooperative and collaborative manner.

Physical Demands and Work Conditions

Physical Demands

• Constant Sitting.
• Frequent Walking.
• Occasional Standing.
• Occasional Bending.
• Occasional Squatting.
• Occasional Climbing.
• Occasional Kneeling.
• Seldom Crawling.
• Constant Hand Use.
• Constant Repetitive Motion Hand Use.
• Frequent Grasping.
• Occasional Fine Manipulation.
• Frequent Pushing and Pulling.
• Occasional Reaching (above shoulder level).
• Frequent Twisting and Turning (Neck and Waist).
• Constant Vision (Color, Peripheral, Distance, Focus).

Lifting

• Frequent lifting of 0 - 10 lbs.
• Occasional lifting of 11 - 20 lbs.
• Seldom lifting of 21 - 30 lbs.
• Seldom lifting of 31 - 40 lbs.
• Seldom lifting of 40+ lbs.

Carrying

• Frequent lifting of 0 - 10 lbs.
• Occasional lifting of 11 - 20 lbs.
• Seldom lifting of 21 - 30 lbs.
• Seldom lifting of 31 - 40 lbs.
• Seldom lifting of 40+ lbs.

Working Environment

• Occasional Driving cars, trucks, forklifts and other equipment.
• Constant Working around equipment and machinery.
• Seldom Walking on uneven ground.
• Seldom Exposure to excessive noise.
• Seldom Exposure to extremes in temperature, humidity or wetness.
• Seldom Exposure to dust, gas, fumes or chemicals.
• Seldom Working at heights.
• Seldom Operation of foot controls or repetitive foot movement.
• Seldom Use of special visual or auditory protective equipment.
• Seldom Use of respirator.
• Seldom Working with biohazards such as blood borne pathogens, hospital waste, etc..
• Seldom Other (please list each item under Comments) : .

Blood Borne Pathogens

Category III - Tasks that involve NO exposure to blood, body fluids or tissues, and Category I tasks that are not a condition of employment

Travel Requirements

10% travel :

These principles apply to ALL employees :

SHC Commitment to Providing an Exceptional Patient & Family Experience

• Know Me : Anticipate my needs and status to deliver effective care
• Show Me the Way : Guide and prompt my actions to arrive at better outcomes and better health
• Coordinate for Me : Own the complexity of my care through coordination

Equal Opportunity Employer Stanford Health Care (SHC) strongly values diversity and is committed to equal opportunity and non-discrimination in all of its policies and practices, including the area of employment.

Accordingly, SHC does not discriminate against any person on the basis of race, color, sex, sexual orientation or gender identity and / or expression, religion, age, national or ethnic origin, political beliefs, marital status, medical condition, genetic information, veteran status, or disability, or the perception of any of the above.

People of all genders, members of all racial and ethnic groups, people with disabilities, and veterans are encouraged to apply.

Qualified applicants with criminal convictions will be considered after an individualized assessment of the conviction and the job requirements.

Base Pay Scale : Generally starting at $32.76 - $41.76 per hour

The salary of the finalist selected for this role will be set based on a variety of factors, including but not limited to, internal equity, experience, education, specialty and training.

This pay scale is not a promise of a particular wage.