Administrative and Event Coordinator

Company: Stanford Medicine
Location: Milpitas
Posted on: January 15, 2022

Job Description:

The Stanford Medicine Industry Relations and Digital Health, IRDH, Office seeks an experienced, organized, and energetic Administrative Associate 3 (AA3) with a talent for creating efficient systems and a keen eye for detail to provide administrative and operational support with limited supervision. It is an opportunity to join a pioneering team in a fast-paced environment and contribute to Stanford Medicine's mission of innovative research. This is a busy and complex position requiring a high level of judgment, initiative, and follow-through. The AA3, supporting the Exec Director of Industry Relations and the Exec Director of Catalyst , has a key role in organizing the day-to-day operations for the IRDH group office. Successful AA3s will be exceptionally organized, highly motivated, customer-service oriented, capable of working independently, and experienced working with faculty, senior leaders, and physicians. There are leading indicators that suggest health care is about to experience a digital health wave that could very well revolutionize the industry. Stanford Medicine is in the perfect position, with our proximity to Silicon Valley, our deep ongoing relationships with companies in many sectors, as well as our world-leading physicians and faculty, to be a leader of this transition. Our mission is to: Ensure Stanford Medicine's preeminence in precision and digital health by maximizing strategic partnerships with industry leaders, thereby enabling faculty and physicians to make an even larger impact on healthcare worldwide. IRDH was created to serve as the front door for organizations interested in exploring strategic relationships with Stanford Medicine. We collaborate with key stakeholders and offices across campus to plan and execute projects quickly and efficiently. By joining the Industry Relations and Digital Health team you're joining the front lines of an exciting revolution in health care. The AA3 will engage with world renowned faculty and need to interact effectively with a wide range of individuals at many levels. This role will represent the IRDH office and the Enterprise Strategy Team within Stanford Medicine. Duties include:

• Act on behalf of the Exec Director Industry Relations and Exec Director of Catalyst , and the IRDH Office in regard to establishing priorities and identifying and resolving problems that are administrative in nature.
• Independently schedule regular meetings for the IRDH Team of approximately 7 people, and multiple external collaborations. Schedule speakers, rooms, and equipment. Prepare documents and make any other arrangements as necessary to ensure successful outcomes. Attend meetings as requested to set up equipment and/or distribute materials. Maintain an efficient and appropriate archival system for all meeting and project materials.
• Provide support for other meetings, forums, retreats, multi-day courses, advisory boards, and events hosted by the IRDH Office .
• Plan and schedule calendar(s) with limited consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
• Oversee and/or process a variety of complex financial transactions. Produce, monitor, and reconcile budget reports. Research, identify, and resolve discrepancies. Submit and track purchase requisitions, vendor agreements, and invoices. May assist with capital or special equipment requests and/or vendor selection.
• Compose and draft documents and correspondence for presentations, course handouts, 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 coordinate office moves and/or space and equipment needs for the expanding team. Schedule and coordinate interview schedules.
• Provide support ordering and maintaining supply and material inventory.
• Create complex reports and spreadsheets which may utilize specialized software and systems. Stanford believes a diverse workforce is a strong workforce. We encourage women and underrepresented minorities to apply. * - Other duties may also be assigned. DESIRED QUALIFICATIONS:
  • Experience on Stanford systems preferred. EDUCATION & EXPERIENCE (REQUIRED):
    • High school diploma and four years of administrative experience, or combination of education and relevant experience. Two-year college degree or greater highly preferred. KNOWLEDGE, SKILLS AND ABILITIES (REQUIRED):
      • Interpersonal and communication skills to work with physicians, faculty, staff and students with tact and diplomacy.
      • Fantastic written skills, ensuring the purpose/main ideas/thesis is always clearly stated in documents.
      • Advanced computer skills and demonstrated experience with office software and email applications. Familiarity with both a MAC and PC. Must be proficient with Word, Excel, PowerPoint, Outlook, Google Suite, and ability to use various online software tools (e.g., Lucidchart, Mural, etc.)
      • Demonstrated success in following through and completing projects.
      • Excellent organizational skills and attention to detail.
      • Polished verbal and written communication skills.
      • Excellent customer service and interpersonal skills.
      • Ability to prioritize, multi-task, set goals and expectations, and meet deadlines. Effectively communicating variance to deadlines or expectations, when necessary.
      • Ability to take initiative and ownership of projects.
      • Ability to routinely and independently exercise sound judgment in making decisions.
      • Project management skills to ensure deadlines are met. Understanding of the demands of executive level positions and the ability to meet these demands with tact and diplomacy.
      • Takes precaution and understands the importance of projects/tasks that may be under privacy and/or a Non-Disclosure Agreement (NDA)
      • Advanced gathering skills and interrogation skills
      • Ability to work independently - self-started and proactive
      • Excellent, communication, conflict management, collaboration and influence skills 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 . Additional Information
            • Schedule: Full-time
            • Job Code: 4103
            • Employee Status: Regular
            • Pay Grade: F
            • Requisition ID: 91007 As an organization that receives federal funding, Stanford University has a COVID-19 vaccination requirement that will apply to all university employees, including those working remotely in the United States and applicable subcontractors. To learn more about COVID policies and guidelines for Stanford University Staff, please visit https://cardinalatwork.stanford.edu/working-stanford/covid-19/interim-policies/covid-19-surveillance-testing-policy

Keywords: Stanford Medicine, Milpitas , Administrative and Event Coordinator, Administration, Clerical , Milpitas, California